Project Administrator - Facilities / Construction

We have an exciting opportunity for an enthusiastic and committed Support Services Administrator to join our dynamic team. This permanent position is well suited to an individual that is looking to advance their career and gain hands-on experience in a thriving and supportive workplace.

OUR COMPANY BENEFITS

• Salary band: £28-32,000
• 33 days annual leave (including bank holidays)
• Company sick (Discretional)
• Refer a Friend scheme (£500)
• Childcare voucher scheme
• Career progression with our Training and Development programme
• Employee recognition scheme
• Defined contribution Pension Scheme

SUMMARY OF ROLE

We are looking for a Support Services Administrator to coordinate project activities, including simple tasks and larger plans. You will manage schedules, arrange assignments, and communicate progress to all team members.

For this role, you will directly report to our Projects Co-ordinator and work with a team of Project Managers, so good communication, workload management and collaboration skills are essential.

To manage, cost and where applicable procure materials and sub-contractors to ensure jobs are being completed in a timely and effective manner. To also proactively support the operational delivery team. Updating and renewing accreditations, booking training and monitoring training matrix. To support the wider administration teams.

KEY RESPONSIBILITIES

• Manage the scheduling processes to enable maximum performance from the operational teams
• Ensure that scheduling supports exceptional contract delivery
• Ensure prompt resolution of queries
• Promote and develop best practice
• Be a point of contact for operatives, client, and customer
• Provide 2 quotes per quote request, to allow effective pricing for jobs
• Source materials for Engineers to allow jobs to be completed. Materials are to be ordered to a location close to job for collection
• Ensure POs are raised for all materials and equipment that are ordered
• Chase materials from suppliers and deal with any complaints and resolutions within 48 hours
• Manage Subcontractor & Supplier database.
• Identify new suppliers where and when required
• Raise queries on supplier invoices where required. Inform accounts to withhold payment until query has been resolved
• Provide sub-contractor packs to all new sub-contractors. Ensure all relevant documentation is provided (insurance, competency)
• Notify line manager of potential employee issues
• Provide performance reports when required
• Ensure requirement of H&S and company charter are followed
• Input financial data onto IT systems
• Manage all aspects of operational administration
• Support operational team to ensure works are managed in accordance with contract requirements
• Process & provide information to all parties involved to progress work
• Maintain correspondence, telephone and email protocol
• Manage contract paperwork & ongoing maintenance of file
• Create and update workflows
• Prepare and provide documentation to internal teams and key stakeholders
• Order resources, like equipment and software

SKILLS & KNOLEDGE REQUIRED

• Work experience as an Administrator, Purchasing/Procurement, or similar role
• Hands-on experience with technical documentation and schedules
• Knowledge of project management software (e.g. Microsoft Project)
• Solid organisation and time-management skills

· Have knowledge of the materials and methods used in the building and Construction industry.

• Excellent written and oral communication skills

QUALIFICATION REQUIRED

• NVQ level 2-3 in Business Administration
• Advanced skills with Microsoft Excel & Word
• Industry-based experience may be considered.

ABOUT YOU

• Punctual and reliable
• Previous experience working in an office environment
• Good organisational skills
• Clear communicator

This is not an exhaustive list of duties as no Job Description could fully outline all the aspects of this role as you may be required to carry out other duties to enable you to perform the function efficiently