Office Administrator
About the role:
As the Office Administrator , you will support in ensuring the smooth and efficient running of the office and day-to-day operations. The role combines office management responsibilities with oversight of the aftercare process, ensuring high standards of administrative control, communication, and client service.
You will be responsible for coordinating administrative activities, managing schedules, maintaining accurate records, handling communications, and ensuring office procedures are consistently followed.
Key Responsibilities
After-Care Support
- Manage and coordinate the resolution of defects during the defect’s liability period, ensuring timely and high-quality outcomes.
- Act as the primary point of contact between subcontractors, Employer’s Agents, residents, and internal teams.
- Lead the post-completion complaints process, ensuring issues are handled promptly, professionally, and to a high standard.
- Conduct detailed post-contract reviews of drawings and specifications, incorporating feedback from internal departments to support practical and compliant delivery.
- Oversee the collation, review, and handover of key project documentation, including site certifications, health and safety files, and building manuals.
- Provide residents with the highest standard of customer care.
- In liaison with the Business Manager, manage communication with the team regarding the close-out of post–practical completion defects.
- Contribute to bi-monthly, quarterly, and bi-annual reports as required by the Business Manager and Directors
Office Management
- Act as the first point of contact for incoming calls, ensuring queries are handled appropriately.
- Manage the mobile business account, including device allocation and upgrades.
- Support office CSR initiatives, (1–2 per year) and internal engagement.
- Manage IT licence allocation and renewals ensuring accurate records.
- Promote and maintain a clean and tidy office environment.
- Monitor and replenish office supplies, IT equipment, stationery, when required.
- Manage HQ meeting room bookings and hot desk scheduling.
- Coordinate courier services and manage incoming and outgoing parcels for staff.
Administrative Support
- Organise internal events such as SEED meetings (2–3 per year).
- Manage the training matrix and coordinate the booking of required training courses.
- Oversee iHasco compliance training, including monitoring completion and sending reminders out for staff to complete outstanding courses.
- Coordinate DBS checks for internal staff, subcontractors, agency workers, and any project‑related personnel, ensuring timely processing and accurate record‑keeping.
- In liaison with the HR & Employee Relations Manager, issue monthly reminders to staff to ensure timely completion of timesheets.
- Lead the office induction process for new starters, coordinating required sessions including Procore, HR, and any other relevant training.
- Act as a key point of contact for IT queries and any user access requests from staff, ensuring timely resolution.
- Arrange travel booking for staff when required.
- Manage site meeting room bookings and hot desk scheduling as needed.
- Assist in the planning and coordination of events.
- Welcome visitors, ensuring they are directed to the office, or meeting room as required.
Responsibilities may be adjusted from time to time to reflect evolving project and business needs.
Essential requirements
Experience and knowledge
- Good organisational and analytical skills.
- Strong interpersonal skills as you will be required to liaise with the subcontractors & personnel at the different sites.
- Several years of proven work experience and knowledge of construction practices.
- Experience in capacity building, and organisational support
- Knowledge of construction terminology and practices.
- Familiarity with local building codes and safety regulations (desirable)
Skills and abilities
- Ability to multi-task on different site projects to identify or manage risks when required
- Proactive and able to work independently as well as part of a team
- Ability to handle sensitive information (in the form of Induction sheets etc.).
- General IT skills, proficient user of Microsoft Office suite including Word, Excel, Outlook, and SharePoint
- Excellent planning, organisational and time management skills
- Desire and willingness to learn and ability to work well under pressure
- Commitment to the mission, vision, and values of the organisation and adherence to policies
HOW TO APPLY
APPLICATION
Please note: This role will be based in the UK. Applicants must have the right to work in the UK at the time of application. Please do not apply if this is not the case.
EMPLOYMENT ELIGIBILITY AND SAFEGUARDING DISCLOSURE
All offers of employment will be subject to 2 satisfactory references.
We will request information from your previous employers. By applying, the job applicant confirms their understanding of these recruitment procedures.
No agencies please: We do not accept unsolicited CVs from Recruitment agencies or alike, nor any terms & conditions associated.
Job Type: Full-time
Pay: £24,000.00-£27,000.00 per year
Benefits:
- Company events
- Company pension
- Cycle to work scheme
Education:
- GCSE or equivalent (preferred)
Experience:
- Construction Administration: 2 years (required)
Work Location: In person
