Pre-Construction Administrator Job Profile
Role Purpose
The Pre-Construction Administrator will play an important support role within the Pre-Construction team, helping to keep new opportunities, tenders and team activity well organised from start to finish. This is a varied role for someone who enjoys staying on top of detail, coordinating information and helping a busy team work efficiently.
You will be a key point of contact for the team, helping to arrange meetings, update trackers, follow up actions, organise tender information and support weekly reporting. You do not need to be a technical expert in rail or construction, but you should be confident working with documents, dates, actions and people.
Key Responsibilities
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Help manage the early approval process for new tender opportunities, including issuing approval requests, monitoring progress and keeping records up to date.
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Maintain simple team trackers so key dates, actions, approvals and submission deadlines are clear and visible.
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Add new opportunities to the tracker, update key information and help prepare regular team updates.
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Support client and market information updates so the team has useful, accurate information available when needed.
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Review tender documents received from clients, helping to check that files, appendices and links are complete, accessible and easy for the team to use.
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Highlight missing or unclear information so this can be raised through the right internal process.
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Help issue information to suppliers and subcontractors during tenders, keeping responses organised and trackers up to date.
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Support the coordination of supplier discussions, clarification questions and follow-up actions.
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Arrange key tender meetings, including launch meetings, progress meetings and review meetings.
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Issue meeting invitations and supporting information, record actions where needed and help keep the team on track.
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Provide day-to-day coordination support across the Pre-Construction team, including action tracking, information requests and general team communication.
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Support team administration, including organising shared folders, maintaining templates, supporting team events and helping with holiday cover where required.
About You
You will be organised, proactive and good at keeping things moving. This role would suit someone who enjoys variety, likes bringing structure to busy situations and is confident communicating with different people across a team.
We are looking for someone who takes pride in being reliable, accurate and helpful. You will not be expected to know everything about pre-construction on day one; what matters most is that you are organised, willing to learn and comfortable taking ownership of administrative tasks.
You will ideally have:
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Strong organisation, planning and time-management skills.
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Good attention to detail and pride in producing accurate work.
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Clear written and verbal communication skills.
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Confidence speaking with colleagues, asking questions and following up actions.
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Good IT skills, including Microsoft Outlook, Teams, Word, Excel and SharePoint.
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The ability to manage a number of tasks at the same time and keep calm when deadlines are approaching.
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A proactive, helpful and methodical approach to work.
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Previous experience in administration, project support, document control, procurement support or bid support would be useful.
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Experience in rail, construction, infrastructure or pre-construction would be helpful, but is not essential.
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A willingness to learn how tenders and pre-construction activity are managed.
Core Competencies
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Organisation: Keeping information, dates, actions and documents well managed.
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Communication: Working confidently with colleagues and helping information flow clearly across the team.
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Team support: Helping the Pre-Construction team stay organised, prepared and able to focus on producing strong bids.
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Systems and IT: Using Microsoft Office, Teams, SharePoint and team trackers to keep information accurate and easy to find.
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Attention to detail: Checking information carefully and highlighting anything missing, unclear or inconsistent.
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Learning and development: Being open to learning about pre-construction, tendering and work winning as part of the role.
Reporting Line
The role reports to the Estimating Manager and has no direct reports.
Why Apply?
At Story Contracting, we invest in our people. You’ll benefit from:
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Training and development opportunities
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Competitive salary and pension
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Health cash plan and wellbeing support
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Working from home (1 day per week) and agile working policies.
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Two paid volunteering days each year
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