The Project Administrator is responsible for providing administrative and operational support to the project delivery team, ensuring enquiries, instructions, documentation, and financial records are managed accurately and efficiently. The role acts as a central point of communication between clients, suppliers, site teams, and internal stakeholders, helping to ensure projects are delivered smoothly and in accordance with agreed service standards.
Key Responsibilities
Client & Communication Management
- Act as the primary point of contact for incoming telephone calls, ensuring all enquiries are handled professionally, efficiently, and directed to the appropriate team member where necessary.
- Manage and maintain the company's main inbox, allocating correspondence to the relevant individuals and creating tasks to ensure actions are completed within required timescales.
- Monitor and respond to client portal messages, ensuring requests are acknowledged promptly and assigned to the appropriate colleague for further action where required.
- Provide a professional and responsive service to clients, suppliers, and internal stakeholders at all times.
Project Administration & Coordination
- Register new client instructions and ensure they are logged accurately within company systems.
- Provide an initial response to new instructions in accordance with agreed Service Level Agreements (SLAs).
- Support project delivery teams by maintaining accurate project records and ensuring all relevant documentation is updated and accessible.
- Assist with the coordination of project activities to ensure jobs progress smoothly from instruction through to completion.
Procurement & Supplier Coordination
- Arrange orders for materials, equipment, and plant required for project delivery.
- Liaise with suppliers to ensure orders are processed and delivered within required timeframes.
- Maintain accurate records of purchase orders, deliveries, and associated documentation.
Financial Administration
- Upload receipts, supplier costs, and job-related expenses to the relevant project records to support accurate project cost tracking and profit and loss reporting.
- Monitor outstanding cost information and proactively follow up with employees and suppliers to ensure records remain current and complete.
- Raise client invoices in accordance with company procedures and contractual requirements.
- Submit invoices alongside all required completion documentation within agreed timescales.
Documentation & Record Keeping
- Maintain accurate and organised project files, ensuring all correspondence, financial records, and project documentation are retained in line with company procedures.
- Ensure project information is updated promptly and accurately within company systems.
- Support reporting requirements by providing accurate administrative and financial information when requested.
Skills & Experience
Essential
- Strong organisational skills and attention to detail.
- Excellent communication and customer service skills.
- Confident using Microsoft Office applications, including Outlook, Word, and Excel.
- Ability to manage multiple tasks and priorities simultaneously.
- Strong record-keeping and data entry skills.
Desirable
- Experience within construction, facilities management, maintenance, or project-based environments.
- Knowledge of invoicing processes and project cost tracking.
- Experience using CRM, job management, or client portal systems.
Pay: £25,420.00-£32,000.00 per year
Work Location: In person
