Project Administrator

About Outserve

Outserve is a specialist in e-commerce accounting, inventory management, and business automation. We help product businesses scale with confidence, connecting systems, automating workflows, and building custom integrations that keep our clients' operations running smarter. We're a small, close-knit team where your work genuinely matters and your fingerprints stay on things.

Salary and Benefits

• £24,000-£28,000 salary (depending on experience)
• Monthly wellbeing bonus
• Private Medical Insurance
• 24 days holiday + bank holidays, with a buy/sell scheme
• Free onsite refreshments and snacks
• Latest tech and tooling provided

About the role

We're looking for an organised, proactive Project Administrator to be the operational backbone of our project delivery.

This is a role for someone who thrives on structure, takes pride in keeping things moving, and isn't afraid to chase people down when something's slipping. You'll own the administrative lifecycle of projects end to end, from proposal to completion, ensuring the team follows the right processes, tracks the right things, and nothing falls through the cracks.

You'll work closely with the wider team and senior leadership, and will have some direct client contact, primarily around proposals and project communications. You don't need to be a project manager, but you do need to think like one.

What you'll be doing

• Managing the end-to-end administrative lifecycle of projects, keeping everything organised, documented, and on track.
• Maintaining and updating ClickUp so that project tasks, timelines, and progress are accurately reflected at all times.
• Monitoring project progress across the team and proactively flagging risks, delays, or blockers to senior leadership before they become problems.
• Ensuring the team follows company processes and flagging when they're not.
• Preparing client proposals and sending them via Ignition, ensuring accuracy and a professional finish.
• Supporting client communication where needed, primarily written, clear, and timely.
• Providing general administrative support across projects and the wider business as required.
• Helping continuously improve the processes and systems that keep the team running smoothly.

What we're looking for

• Previous experience in a project administration, project coordinator, or similar operational role.
• Highly organised with a strong eye for detail; you notice when things are off.
• Confident using project management tools (experience with ClickUp, or similar platforms such as Asana or ).
• A natural chaser, comfortable following up with colleagues and escalating when needed without it being awkward.
• Strong written communication skills, including preparing professional client-facing documents.
• Able to manage multiple projects and priorities simultaneously without dropping the ball.
• A self-starter who takes ownership and doesn't wait to be told what to do.
• Experience using Ignition or similar proposal/engagement letter platforms.
• Exposure to an e-commerce, accounting, or technology services environment.
• Familiarity with agile or structured delivery methodologies.
• Experience supporting senior leadership with reporting or project oversight.

How You'll Operate Delivery & Ownership

• Keep ClickUp accurate and up to date; if it's not in ClickUp, it doesn't exist.
• Be the first to spot when a project is drifting and the first to raise it.
• Support the team to follow processes, not just document them.
• Take ownership of tasks at your level and communicate early if you're stuck.
• Ensure your work meets quality, security, and compliance standards.
• Work closely with the project team to align technical delivery with client milestones.
• Communicate clearly and proactively, with colleagues and clients alike.
• Contribute to a team culture where knowledge is shared openly.

Growth

• Pursue continuous learning and bring new ideas and improvements to the table.
• Support adoption of new tools and systems with clear guidance and documentation where needed.
• Apply feedback constructively to raise the bar on your own output.

Culture & Values

• Contribute positively to Outserve's team culture and wider initiatives.
• Follow company policies and promote structured, compliant working practices.