Subcontractor Office Administrator
Location: Camden Town, London
Full-Time | Permanent
Office-Based Role (Not Remote)
About Us:
PEP General Maintenance is a growing construction and maintenance company delivering responsive and reliable services to residential and commercial clients. We pride ourselves on practical problem-solving, strong communication, and maintaining high professional standards.
The Role
We are looking for a practical, proactive Subcontractor Office Administrator to support our engineers and subcontractors.
This role is not purely administrative. We are seeking someone with good common sense and a basic understanding of general maintenance works (e.g. plumbing, electrical, refrigeration, HVAC and handyman jobs). You do not need to be a qualified engineer, but you must understand how things work on site in order to:
- Read and understand engineers’ reports
- Communicate technical findings clearly to customers
- Respond confidently to customer queries
- Identify when further clarification is needed
Full training will be provided, but prior exposure to maintenance or construction environments is strongly preferred.
Key Responsibilities
- Coordinate and communicate with subcontractors to ensure compliance with contractual obligations, including quality standards, timelines, and budgets.
- Schedule, monitor, and follow up on subcontracted jobs to ensure timely completion.
- Review subcontractor reports, invoices, and quotations for accuracy and completeness.
- Proactively follow up on missing reports, documentation, or job-related information.
- Maintain accurate and up-to-date records of all subcontractor activities and documentation within internal systems.
- Ensure all jobs are properly recorded, updated, and closed in internal systems (e.g., Big Change), with reports completed and issued to clients.
- Chase and send subcontractor-related invoices to the accounts team for processing.
- Create, manage, and record subcontractor quotations in relevant systems and platforms.
- Record and process invoices and parts pricing using company platforms (e.g., Mainlix, Pronett, Asana).
- Support the Director and Operations Team in coordinating meetings with existing and prospective subcontractors.
- Attend subcontractor meetings as required by business needs.
- Provide first-line customer service by responding to inquiries and handling initial complaints, escalating issues to the Operations Team when necessary.
- Manage incoming calls and emails related to subcontractor coordination and support.
- Handle confidential and sensitive information with professionalism and discretion.
- Provide administrative support across multiple departments as required.
What We’re Looking For
Essential:
- Strong organizational and time management skills, with the ability to manage multiple priorities effectively
- Proficiency in macOS, Microsoft Office Suite (Word, Excel, PowerPoint), and Google Workspace
- Experience with cloud storage platforms such as Dropbox, OneDrive, and iCloud
- Excellent written and verbal communication skills
- High level of accuracy and attention to detail
- Strong numerical skills, including basic calculations (multiplication, division, ratios, and percentages)
- Ability to multitask, prioritize workload, and meet deadlines in a fast-paced environment
- Self-motivated with the ability to work independently and collaboratively within a team
- Basic understanding of administrative processes and office systems
- Basic technical understanding of electrical systems, drainage systems, and commercial hot water systems (ability to interpret reports and communicate effectively with subcontractors)
Desirable (but not essential):
- Experience working directly with engineers or subcontractors
- Knowledge of building materials and terminology
- Experience using customer portals or compliance systems
What We Offer
- Stable, full-time position
- Training and development
- Friendly, supportive team environment
- Opportunity to grow within a developing company
If you are practical, organised, and understand how maintenance works operate in real life — we would like to hear from you.
Please apply with your CV.
Due to high application volumes, only shortlisted candidates will be contacted.
Job Types: Full-time, Permanent
Pay: £35,000.00-£39,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person
