About the role
- This role is suited to someone who enjoys structure, accuracy, follow-up and organisation.
- You do not need to be an engineer. You do not need to have previous port or crane experience.
However, you must be comfortable working in a technical business environment where projects, documents, reports, deadlines, clients, subcontractors and internal teams need to be carefully coordinated.
The successful candidate will support the Chief Operating Officer by helping to maintain project records, document control, action trackers, dashboards, weekly review packs, SharePoint folders, system updates and follow-up actions across the TPS team.
This is a good opportunity for someone with strong administration, project coordination, document control, executive support, operations coordination or reporting experience who wants to grow into a more structured PMO / project administration role.
- Key responsibilities
- Maintain accurate project records, including project names, clients, owners, key dates, actions, risks, documents and status updates.
- Support project setup and ensure project information is complete, current and easy to review.
- Help coordinate handover information when new work moves from commercial / sales activity into project delivery.
Prepare draft weekly review packs for management, including project status, overdue actions, missing information, document gaps and key follow-up items.
Maintain action trackers and follow up politely but firmly with internal team members, project owners, finance, commercial staff and subcontractors.
Maintain SharePoint folders, file naming, document registers, version records and close-out evidence.
Ensure reports, proposals, client approvals, subcontractor documents, images, inspection records and other project documents are filed in the correct location.
- Track missing documents, expired records, incomplete project information and overdue actions.
- Support dashboard and reporting updates using Excel, SharePoint, PowerPoint and other business systems.
- Support the COO and wider team with meeting notes, action lists, project administration, document preparation and structured follow-up.
- Required Skills
- Very strong administration and coordination skills.
- Excellent attention to detail.
- Strong follow-up discipline and ability to chase information professionally.
- Excellent written and spoken English.
- Strong Microsoft Office skills, especially Excel, Word, PowerPoint, Outlook and Teams.
- Comfortable maintaining folders, trackers, document registers, dashboards and reporting packs.
- Able to work with people across different countries, time zones and functions.
- Able to organise information clearly and keep records accurate.
- Confident learning new systems and software.
- Proactive, reliable and willing to take ownership of follow-up.
- Experience working with CRM and project management systems is preferred.
Experience in project administration within engineering, construction, logistics, maritime, manufacturing, or inspection environments is preferred.
Preferred Experience
Experience with any of the following would be useful
- SharePoint
- Excel trackers and reporting
- PowerPoint reporting packs
- CRM systems such as HubSpot
- Project systems such as Projectworks or similar tools
- Power BI or dashboard support
- Document control systems
- ISO, audit, quality or compliance documentation
- Project administration in engineering, construction, logistics, maritime, manufacturing or inspection environments
- Why Join TPS
- Work with an international specialist company in the port and maritime sector.
- Gain exposure to global projects, clients, subcontractors and senior management.
- Work directly with the Chief Operating Officer.
- Develop from administration / coordination into a stronger PMO and project administration role.
- Help build the systems and reporting rhythm that support TPS as it grows.
About us
Trent Port Services is a specialist port services company supporting international clients across the port, maritime, engineering, inspection and consultancy sectors. Our work involves global projects, technical inspections, client reporting, subcontractor coordination, commercial handovers, project administration, document control and management reporting.