Company Description
Zion Landscapes Limited is a growing landscaping company based in the Greater Cambridge Area, delivering high-quality outdoor spaces for residential and commercial clients. The company focuses on reliable project delivery, clear communication, and strong client relationships. Team members collaborate closely to manage projects from initial planning through completion, ensuring work is completed safely, efficiently, and to a high standard. Joining Zion Landscapes Limited offers the opportunity to contribute to visible, impactful projects in a supportive, hands-on environment.
Role Description
The Project Administrator is a full-time, office based role based in Burwell, Cambridgeshire, supporting the smooth delivery of landscaping projects. Day-to-day responsibilities include coordinating project schedules, maintaining project documentation, and tracking progress against timelines and budgets. The role involves preparing quotes, updating internal systems, and ensuring accurate records of materials, subcontractors, and site activities. The Project Administrator will assist with internal and client communications, organize meetings, and support the project team with reporting and compliance. This position requires close collaboration with Contracts Manager, Office Manager, site teams, and suppliers to help ensure projects are delivered on time and to client expectations.
Qualifications
- Strong organizational and administrative skills, including experience managing schedules, documentation, and project records.
- Proficiency with office software (e.g., Microsoft Office or Google Workspace) and the ability to quickly learn project management.
- Effective written and verbal communication skills for liaising with project teams, suppliers, and clients.
- Basic understanding of budgeting and financial tracking within a project environment. Strong numerical ability.
- Professional and confident when dealing with clients, suppliers and colleagues.
- Attention to detail and the ability to prioritize tasks in a fast-paced, multi-project setting.
- Ability to work collaboratively with field based teams and managers, demonstrating reliability and initiative.
- Previous experience in project administration, construction, landscaping, or a related field is beneficial but not mandatory. Understanding of construction or landscaping terminology important.
- Relevant education such as a diploma or degree in business administration, project management, or a related discipline is an advantage.
- An awareness of the compliance implications of ISO 9001 will be extremely desireable.
Department: Landscaping
Reports To: Office Manager and Contracts Manager
Purpose of the Role
The Project Administrator provides comprehensive administrative and project coordination support to the Managing Director and Contracts Manager, helping to ensure landscaping projects are delivered efficiently, on time and to the high standards expected by the company.
The role is responsible for coordinating the administrative and logistical aspects of multiple projects simultaneously, including assisting the Contracts Manager with quotations, procurement, scheduling, plant and equipment, customer communication and project documentation. The Project Administrator works proactively to anticipate project requirements, helping site teams remain productive by ensuring the right information, materials and resources are available when needed.
Key Responsibilities
Project Coordination
· Assist in the planning and coordination of multiple landscaping projects from quotation through to completion.
· Maintain project programmes and Gantt charts, updating progress and highlighting potential delays.
· Monitor upcoming project requirements and proactively identify materials, plant, labour and logistical needs.
· Ensure site teams have the information, documentation and resources required before work commences.
· Work closely with the Contracts Manager to help projects run efficiently and minimise downtime.
· Identify potential scheduling or supply issues and bring them to management's attention promptly.
· Support the coordination of several live projects simultaneously, ensuring deadlines and priorities are effectively managed.
· Maintain relationships with existing clients.
Project Administration
· Prepare quotations from information provided by the Managing Director and Contracts Manager.
· Produce job sheets, work schedules and project documentation.
· Maintain accurate project files and records.
· Update project management systems and spreadsheets.
· Assist with project reporting and record keeping.
Procurement and Materials
· Order materials, plants and associated supplies for landscaping projects.
· Coordinate deliveries to site, ensuring materials arrive when required.
· Liaise with suppliers regarding availability, lead times and delivery schedules.
· Obtain supplier quotations where required.
· Monitor outstanding orders and resolve supply issues wherever possible.
Plant and Equipment
· Coordinate the allocation of company machinery between projects.
· Arrange plant and equipment hire.
· Organise deliveries and collections of hired equipment.
· Record machinery operating hours against individual projects.
· Keep a maintenance matrix for plant and equipment.
· Maintain accurate records relating to plant hire and equipment usage.
Customer, Supplier and Contractor Liaison
· Act as a professional point of contact for residential and commercial clients.
· Liaise with designers, architects, suppliers, subcontractors and other contractors.
· Provide project updates and respond to routine enquiries.
· Develop positive working relationships with all parties involved in project delivery.
Site Logistics
· Organise deliveries to site.
· Arrange skips, grab lorries and waste removal.
· Coordinate site logistics to support the efficient running of projects.
· Assist with scheduling deliveries to minimise disruption and delays.
General Responsibilities
· Maintain accurate electronic records.
· Work in accordance with company policies and procedures.
· Maintain confidentiality of company and client information.
· Promote excellent customer service and professionalism at all times.
· Updating the websites and Social Media with project and company information.
· Undertake any other duties reasonably required to support the successful delivery of landscaping projects.
Pay: £26,500.00-£30,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme
Work Location: In person
