CONSTRUCTION PROJECT COORDINATOR / FINANCE ADMINISTRATOR
£28,000–£32,000 per year, depending on experience
Permanent, full-time
Monday to Friday, 8:00am–4:30pm
Office-based in the Kenilworth/Leamington Spa area
Occasional travel to projects across Warwickshire and Coventry
MCLD Group is looking for a highly organised Construction Project Coordinator / Finance Administrator to support the planning, financial administration and day-to-day coordination of our growing construction business.
This is a varied and responsible position combining project coordination, office management and financial record-keeping.
You will work closely with the Managing Director and Contracts Manager to keep projects organised, monitor upcoming requirements and ensure accurate information is available for management, payroll and the company accountant.
THE ROLE
Project coordination duties will include:
- Maintaining the company’s master project diary
- Producing weekly labour schedules
- Maintaining project programmes and look-ahead plans
- Monitoring start dates, completion dates and deadlines
- Coordinating employees and subcontractors
- Booking materials, skips, plant and deliveries
- Requesting and comparing supplier quotations
- Monitoring material and subcontractor lead times
- Tracking outstanding customer decisions and project actions
- Collecting progress updates from site teams
- Identifying diary, labour and procurement clashes
- Keeping management informed of potential delays
- Maintaining organised electronic project folders
- Managing drawings, specifications and project records
- Helping prepare completion and handover documents
FINANCIAL ADMINISTRATION
You will help maintain accurate financial information for management review and submission to the company accountant.
Responsibilities will include:
- Collecting and organising supplier invoices and receipts
- Recording and categorising business expenses
- Allocating materials, labour and subcontractor costs to the correct project
- Maintaining project cost trackers
- Recording purchase orders and committed costs
- Comparing invoices against quotations and purchase information
- Tracking project expenditure against budgets
- Maintaining records of customer variations and additional work
- Helping prepare customer invoices and payment applications
- Monitoring issued invoices and payment stages
- Flagging missing documents, unusual expenditure and potential overspending
- Preparing clear financial summaries for management review
- Uploading and maintaining records in Xero or the company’s accounting system
- Preparing complete and organised information for the accountant
TIMESHEETS AND PAYROLL PREPARATION
You will also:
- Collect weekly employee timesheets
- Chase missing or incomplete timesheets
- Check hours, shifts, overtime, holidays and job allocations
- Enter approved timesheet information accurately
- Allocate labour hours and costs to the correct projects
- Maintain holiday, sickness and absence records
- Record authorised expenses and mileage claims
- Prepare payroll information for management approval
- Submit approved information to the payroll provider by the required deadline
- Store payroll and wage information securely and confidentially
Final decisions concerning payroll, taxation and statutory accounts will remain with management and the company’s professional advisers.
CUSTOMERS, SUPPLIERS AND GENERAL ADMINISTRATION
The position will also involve:
- Communicating professionally with customers and suppliers
- Following up quotations, delivery dates and missing information
- Maintaining supplier and subcontractor records
- Recording customer instructions and agreed changes
- Organising project photographs and progress information
- Supporting the company’s website, social media and project portfolio
- Assisting management with reports and general administration
ABOUT YOU
We are looking for someone who:
- Is exceptionally organised and reliable
- Takes ownership and follows tasks through
- Is confident working with numbers and financial records
- Has good spreadsheet skills
- Can manage several projects and deadlines simultaneously
- Is comfortable chasing employees, suppliers and subcontractors
- Communicates clearly and professionally
- Pays close attention to dates, costs and details
- Understands the importance of confidentiality
- Remains calm when priorities change
Experience in construction, project coordination, bookkeeping support, payroll administration or office management would be advantageous.
Experience using Xero, Excel, Google Sheets or construction-management software would also be beneficial. Construction experience is desirable but not essential for an applicant with strong financial and organisational ability.
WHAT WE OFFER
- £28,000–£32,000 salary, depending on experience
- Permanent full-time employment
- 28 days’ paid holiday including bank holidays
- Workplace pension
- Monday-to-Friday working hours
- Professional private-office environment
- Training in construction project coordination and company systems
- Formal salary and performance reviews
- Genuine progression toward project or operations management
- Paid business mileage for authorised site visits
- Company laptop and phone
HOW TO APPLY
Please submit your CV together with a short covering note explaining:
- Your experience coordinating projects, people or deadlines
- Your experience managing invoices, receipts and expenses
- Whether you have prepared timesheets or payroll information
- Which accounting and spreadsheet systems you have used
- Why this position interests you
Shortlisted candidates will attend an interview and complete a short practical exercise involving project dates, timesheets, invoices, expenses and missing information.
No agencies, please.
Pay: £28,000.00-£32,000.00 per year
Work Location: Hybrid remote in Warwick (Warwickshire, West Midlands Region, England)
