Project Support Specialist

SYSTRA is one of the world's leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRA's mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

The Project Support Specialist plays a vital role in supporting the efficient and successful delivery of projects. The role is responsible for coordinating a wide range of project activities, maintaining up-to-date project documentation, and tracking schedules and deliverables in accordance with Systra’s quality, safety, and project governance standards.

Key functions include managing document control and issue transmittals, maintaining HSE and equipment registers, supporting the preparation of project reports, arranging procurement and logistics, ensuring quality assurance of outgoing documents, and administering internal and external SharePoint sites to meet data protection requirements.

The Project Support Specialist also supports project teams by processing timesheets, facilitating invoice requests, and assisting with tender submissions and CRM updates. Through these activities, the Project Support Specialist ensures seamless communication and workflow between stakeholders, while gaining valuable exposure to project management practices and the broader engineering consultancy environment.

• Contribution to Project Success: The Project Support Specialist is responsible for supporting project teams in areas including document control, procurement, logistics, reporting, quality assurance, equipment tracking and calibration, project set-up (including timesheets), and management of both internal and external SharePoint sites to meet compliance and data protection requirements. The role further extends to facilitating project communication, supporting proposals and tenders, and maintaining project registers and records in line with the company’s strategic objectives.
• Performance Expectations: The Project Support Specialist focuses on project coordination, stakeholder engagement, and administrative efficiency. By actively supporting project timelines through tasks such as monitoring submission of staff timesheets, tracking deliverables, preparing financial and operational reports, and supporting project managers in meeting key business and project milestones. The scope also includes activities such as raising purchase orders, requesting project invoices, organizing logistics for equipment and vehicle service, and managing HSE updates as required.
• Accountabilities: Tracking project progress, maintaining documentation, preparing and distributing reports, and coordinating with both internal and external stakeholders. Importance is placed on efficiency and compliance with Systra’s quality assurance, safety standards, and project governance frameworks. This encompasses drafting meeting minutes, facilitating equipment repairs, updating internal and external portals (including CRM systems), and supporting the team in both weekly and monthly reporting cycles.
• Fostering Continuous Improvement and Best Practice: Promote a proactive approach in the Project Support Specialist to initiate and contribute to process improvement, knowledge sharing, and adoption of best practices in project management. The role encourages identification of process efficiencies, risk mitigation, and the strengthening of collaboration within project teams through tasks such as supporting tenders, updating CVs and company information, and maintaining accurate project and tender registers.

EDUCATION:

Diploma or higher qualification in Business Administration, Project Management, or a related field.

EXPERIENCE:

At least 5 years’ relevant experience in a project support, project administration, or document control role, preferably within an engineering or construction environment

QUALIFICATIONS:

• Demonstrated experience in document control, procurement processes, and project administration tasks such as issuing transmittals and maintaining registers.
• Familiarity with HSE documentation, equipment tracking, and calibration coordination.
• Proficiency in business systems and tools such as SharePoint, CRM (CView), and project reporting software.
• Ability to draft basic correspondence (letters, payment statements) and provide administrative support to project and tender teams

Systra is an equal opportunities company; this position is open to all applicants.