Business / Commercial Administrator (Senior)
Department: Administration
Reporting to: Commercial Manager
Location: Office Based
Hours: Full time
About Falcon Construction
Falcon Construction Limited is an established brickwork subcontractor with £15-17m turnover, delivering high-quality masonry packages across residential, commercial and mixed-use developments throughout the UK. Working with leading Tier 1 contractors including Balfour Beatty and Watkin Jones, we pride ourselves on delivering projects safely, on programme and to the highest quality standards.
As our business continues to grow, we are looking for an organised and proactive Business Administrator to support the day-to-day running of the business and provide administrative support across our commercial, operational and compliance functions.
Purpose of the Role
The Business Administrator will provide comprehensive administrative support across the business, ensuring documentation, systems and communications are managed efficiently. The role is critical in supporting project delivery, maintaining compliance, assisting commercial activities and providing excellent customer service to clients, suppliers and employees.
Key Responsibilities
Business Administration
- Manage incoming telephone calls, emails and general enquiries.
- Maintain company filing systems, both electronic and hard copy.
- Prepare professional correspondence, reports and presentations.
- Organise meetings and take meeting minutes where required.
- Maintain office supplies and equipment.
- Support senior management with administrative tasks.
Project Administration
- Set up new projects within company systems.
- Maintain project documentation and electronic filing structures.
- Issue drawings and project information to site teams.
- Track receipt of revised drawings and specifications.
- Assist with document control.
- Maintain project trackers and progress records.
- Prepare project handover documentation.
Commercial Support
- Assist with the preparation and submission of applications for payment.
- Support the Commercial Manager with subcontract documentation.
- Maintain valuation trackers.
- Issue subcontractor orders.
- Monitor receipt of purchase orders.
- Record and file variations and instructions.
- Assist with invoice processing.
- Support credit control activities.
Health, Safety & Compliance
- Assist with the preparation of RAMS.
- Maintain training and competency records.
- Monitor expiry dates for:
- CSCS cards
- CPCS cards
- First Aid
- SMSTS/SSSTS
- Insurance
- Plant inspections
- Support Common Assessment Standard, Constructionline, Achilles and other accreditations.
- Maintain health and safety documentation.
- Assist with site audits and compliance records.
Human Resources Support
- Maintain employee records.
- Prepare induction documentation.
- Coordinate training bookings.
- Monitor holiday records.
- Assist with recruitment administration.
- Prepare employment documentation.
- Support onboarding of new employees.
Procurement Support
- Raise purchase orders.
- Obtain supplier quotations.
- Track material deliveries.
- Maintain supplier information.
- Assist with plant hire administration.
Client & Supply Chain Liaison
- Build positive relationships with:
- Main Contractors
- Suppliers
- Site Teams
- Clients
- Respond professionally to customer enquiries.
- Coordinate documentation requests.
Quality Management
- Maintain ISO documentation.
- Support quality inspections.
- Assist with non-conformance records.
- Maintain project quality records.
Person Specification
Essential
- Previous administration experience.
- Excellent organisational skills.
- Strong attention to detail.
- Excellent written and verbal communication.
- Proficient in Microsoft Office.
- Ability to manage multiple priorities.
- Professional telephone manner.
- Strong problem-solving ability.
- Ability to work independently.
Desirable
- Construction industry experience.
- Knowledge of subcontractor operations.
- Experience working with Tier 1 contractors.
- Knowledge of Constructionline/Common Assessment Standard.
- Experience using Coins, Eque2, Causeway or similar construction software.
- Understanding of construction terminology.
Key Skills
- Organisation
- Communication
- Time Management
- Accuracy
- Confidentiality
- Initiative
- Teamwork
- Customer Service
- IT Skills
- Commercial Awareness
Key Performance Indicators (KPIs)
- Accurate document control.
- Timely completion of administrative tasks.
- Compliance documentation maintained.
- Training records up to date.
- Payment applications submitted on time.
- Project files maintained accurately.
- Positive client feedback.
- Efficient response to enquiries.
Pay: From £21,000.00 per year
Benefits:
- Free parking
- On-site gym
- On-site parking
- Private medical insurance
Work Location: In person
