Request a briefing
← Back to overview

Managed project administration

Managed project administration for minutes, actions, trackers and reports

The service takes the repeatable administration off the project manager's desk: minutes are issued, actions are chased, trackers and registers are updated, documents are filed and routine reports are assembled. Attenta agrees the weekly outputs, runs the work under named senior supervision and gives the team one current set of records.

Discuss the weekly project workStart with the audit sprint

Which project tasks stop landing back on the project manager?

Start with the work that repeats after every meeting and reporting deadline. The scope names the meetings, trackers, registers, folders and reports Attenta is responsible for, along with the time each output is expected. That makes the service measurable and stops it turning into an open-ended task inbox.

  • Prepare agendas or meeting packs from the client's approved template and source material.
  • Issue draft minutes, decisions and action items after the meetings named in the scope.
  • Chase agreed action owners and record the response, revised date or escalation needed.
  • Update action, decision, risk, issue, deliverable or document registers where the client has assigned that responsibility.
  • File approved documents in the correct project folder and maintain the agreed naming and status information.
  • Assemble routine weekly or monthly reports from information approved by the project manager.

What will be ready each week?

The exact output list depends on the project, but the team should be able to point to what Attenta completed that week. A normal written scope might require minutes within an agreed review window, a current action log before the next meeting, documents filed within one working day of approval and a Friday exceptions note showing missing updates or overdue actions.

  • One reviewed meeting record instead of separate notes held by several people.
  • One current tracker showing the owner, due date, status and latest comment for each action.
  • One agreed project folder or library containing the approved version and its correct file information.
  • One short exceptions list telling the project manager what is late, missing, disputed or waiting for a decision.

What does a normal week look like?

At the start of the week, Attenta checks the agreed meetings, deadlines and overdue items. After each meeting, the administrator prepares the record and sends it to the client reviewer. Once approved, actions and decisions are updated in the existing tracker and documents are filed in the correct location. Owners are chased through the agreed channel. Before the weekly cut-off, the project manager receives the current records and a short list of anything that still needs their intervention.

What does Attenta Partners need before the service starts?

Attenta needs the current templates, meeting calendar, tracker and register list, project filing rules, named reviewers, action owners and escalation route. Access begins at the minimum level needed inside client-owned systems. The first weeks establish the baseline, clear any agreed backlog and confirm whether the promised response times are realistic before the service settles into its normal cycle.

Good fit

Use Attenta Partners when project-office work needs a named owner.

  • A project manager who is writing minutes, chasing actions or updating trackers after the delivery work should have finished.
  • A team whose meetings happen on time but whose records, folders and follow-up are repeatedly late.
  • An organisation with a predictable weekly workload but no need to recruit and supervise another full-time employee.

Boundaries

Keep the boundaries clear.

  • Accountable project management or engineering judgement.
  • Chairing the full governance cycle, owning board packs or controlling milestones.
  • Open-ended personal-assistant or hourly task cover.

FAQ

Clear answers about scope and fit.

Is managed project administration the same as hiring a project administrator?

No. A hire becomes part of your organisation and needs internal management. Attenta Partners provides a managed service with written outputs, Attenta supervision and continuity behind the named delivery team.

How is managed project administration priced?

It is scoped as a monthly retainer after the meeting volume, report cycle, registers, document load, access and response times are understood. Attenta Partners does not publish a public rate card or sell open-ended hourly task cover.

Can managed project administration be delivered remotely?

Yes. It is designed to work inside client-owned systems using agreed UK-hours coverage, least-privilege access and clear handover routes.

Which systems can Attenta Partners work in?

The service can work in the client's existing Microsoft 365 environment and established project tools, subject to access, security and licensing. The setup does not require the client to move its records into a separate Attenta system.

How quickly can the weekly service start?

The start date depends on the agreed scope, access, templates and any backlog that must be understood first. Attenta confirms a mobilisation plan after reviewing the actual meetings, records and reporting cycle rather than promising an instant handover.

Who reviews the work?

A named Attenta delivery lead supervises the service and owns the client relationship. The client still retains the people who approve minutes, decide project status, accept risks and make technical, legal or commercial decisions.

What happens if the project records are already behind?

The existing backlog is assessed separately from the steady weekly service. Attenta agrees which records can be corrected from reliable evidence, which owners need to confirm missing information and what will remain marked as incomplete. The mobilisation plan should not hide old gaps merely to make the tracker appear current.

Can the service expand when the project becomes busier?

Yes, but the output list and capacity are reviewed before the scope changes. Additional meetings, workstreams, reports or document volume may require a revised retainer or the wider Project Office Partner service. Attenta does not silently stretch the same team beyond the agreed response times.

What is outside the service?

It excludes accountable project management, engineering decisions, legal or commercial advice, final approvals and any work that requires a regulated or specialist technical role.