Working pattern: Office-based, with occasional site visits where required
About UK Restoration Services
UK Restoration Services specialises in the conservation, repair and restoration of historic, listed and significant buildings.
Due to continued growth, we are looking for an organised and proactive Contract Coordinator to support our Contracts and Project Management team.
This is an important role at the centre of our project-delivery process. You will help ensure that contractual, project, procurement and subcontractor information is complete, accurate and issued at the right time.
About the role
You will support several live projects from pre-construction through to completion, working closely with Contracts and Project Managers, site teams, finance, subcontractors, suppliers, clients and consultants.
The role involves coordinating documentation, monitoring outstanding actions and maintaining clear records across contract administration, subcontractor engagement, procurement and project close-out.
Key responsibilities
Contract and project coordination
- Set up and maintain project files, trackers, registers and document-control records
- Coordinate the completion, approval, signature and issue of contract documents
- Monitor outstanding information, approvals and project actions
- Maintain records of contracts, amendments, insurances, warranties and project requirements
- Ensure current drawings, specifications, programmes and instructions are available to the relevant teams
- Prepare and distribute meeting minutes, action lists and project updates
- Assist with progress reports and management information
Subcontractor and supplier administration
- Support subcontractor enquiries, procurement and appointment processes
- Issue and monitor pre-qualification questionnaires and supporting documentation
- Check that required insurances, competency records, signed terms and compliance information have been received
- Maintain the approved subcontractor directory and monitor document expiry dates
- Follow up outstanding quotations, signatures, approvals and supporting information
- Assist with subcontractor comparison and selection records
- Coordinate purchase-order checks and approvals
- Ensure purchase orders are only issued once the required documentation is in place
Commercial and change-control support
- Assist with quotations, purchase orders, subcontract orders and variations
- Maintain variation and change-control registers
- Record instructions, quotations, approvals and supporting correspondence
- Follow up outstanding variation prices and approvals
- Support the collation of information for valuations, cost reports and final accounts
- Liaise with finance regarding order values, invoices and project records
Project completion and compliance
- Support procurement schedules and the tracking of specialist materials and long-lead items
- Coordinate information between the office, project managers and site teams
- Maintain records of technical submissions, samples, approvals and certificates
- Assist with practical completion, defects and project close-out
- Collate warranties, completion reports, photographs, certificates and handover information
- Help ensure project files are complete and ready for audit
- Support company quality, health and safety and environmental procedures
About you
You will be organised, dependable and comfortable managing detailed information across several projects.
You should have:
- Experience in contract administration, project coordination, construction administration or a similar role
- Strong organisational and document-control skills
- Excellent attention to detail
- The ability to manage several priorities and follow tasks through to completion
- Clear and professional written and verbal communication skills
- Confidence dealing with managers, site teams, subcontractors, suppliers and clients
- Good knowledge of Microsoft Word, Excel and Outlook
- Experience maintaining trackers, registers and project records
- A proactive approach to identifying and following up missing information
- The ability to work independently and as part of a wider project team
- A professional approach to confidential and commercially sensitive information
Desirable experience
The following would be beneficial but are not essential:
- Experience within construction, refurbishment, heritage or conservation
- Experience supporting Contracts or Project Managers
- Familiarity with subcontractor procurement and pre-qualification procedures
- Experience administering purchase orders, quotations or variations
- Knowledge of construction contracts and terminology
- Experience maintaining compliance, insurance or competency records
- Familiarity with ISO 9001 or quality-management systems
- Experience preparing handover or completion information
Training and support will be provided in relation to our company procedures, contract administration and heritage projects.
What we offer
- An integral role within a growing specialist construction business
- Exposure to a varied portfolio of heritage and restoration projects
- A varied position covering contract administration, procurement, compliance and project coordination
- Support from experienced Contracts and Project Managers
- Opportunities for training, development and increased responsibility
How to apply
Please apply with your CV and a brief supporting statement outlining your experience in contract administration, project coordination or construction support.
Job Type: Full-time
Licence/Certification:
- Driving Licence (required)
Work Location: In person
