About Poolman
Poolman is one of the UK's leading swimming pool construction, refurbishment, and maintenance companies. We design, build, renovate, and maintain commercial and domestic swimming pools across the UK, delivering projects ranging from residential luxury pools to large-scale commercial installations.
As our business continues to grow, we are seeking an organised and proactive Projects & Contracts Coordinator to support the delivery of construction projects and the management of our maintenance contract portfolio.
This is a pivotal role within the business, acting as the link between our project managers, service engineers, subcontractors, suppliers, and clients to ensure projects are delivered efficiently and contracts remain compliant, profitable, and up to date.
This is a full time role, working Monday to Friday, we are looking for someone for an initial 6 month contract role, although there is a possibility that this will be extended.
So, if you are an organised and motivated individual looking to develop your skills further within construction project coordination and contract management, we would love to hear from you.
The Role
You will provide administrative, commercial, and operational support across our construction and maintenance divisions.
The successful candidate will be responsible for coordinating project documentation, managing Bills of Quantities (BoQs), assisting with procurement activities, maintaining contractor records, and overseeing the administration of maintenance contracts.
Key Responsibilities
Construction Project Coordination
- Prepare, maintain, and update Bills of Quantities (BoQs) for construction projects.
- Obtain, review, and compare quotations from suppliers and subcontractors.
- Raise and track purchase orders.
- Assist Project Managers with project planning and administration.
- Maintain project documentation, drawings, specifications, and correspondence.
- Monitor project progress and update internal tracking systems.
- Coordinate subcontractor attendance and supplier deliveries.
- Support project cost monitoring and budget tracking.
- Maintain project files and ensure documentation is accurate and up to date.
Contracts Administration
- Manage the administration of maintenance and service contracts.
- Maintain accurate records of contract terms, pricing, renewal dates, and service schedules.
- Monitor upcoming contract renewals and prepare renewal documentation.
- Support contract reviews and amendments.
- Assist with customer contract queries and documentation requests.
- Ensure contract records remain compliant and commercially accurate.
Contractor & Supplier Management
- Maintain subcontractor databases and approved supplier records.
- Ensure subcontractor insurance certificates, qualifications, and compliance documentation remain current.
- Collect and manage RAMS (Risk Assessments & Method Statements).
- Coordinate contractor onboarding documentation.
- Support procurement and supplier performance tracking.
Compliance & Health & Safety
- Maintain project compliance documentation.
- Assist with Health & Safety administration and record keeping.
- Ensure required project documentation is available before works commence.
- Support project handover documentation and O&M manual preparation where required.
Reporting & Administration
- Produce project and contract status reports.
- Support senior management with operational reporting.
- Maintain company databases and project management systems.
- Assist with general office administration as required.
About You
Essential Requirements
- Previous experience in a Construction Administrator, Contracts Administrator, Project Coordinator, Commercial Administrator, Facilities Management Administrator, or similar role.
- Excellent organisational and time management skills.
- Strong attention to detail.
- Proficient in Microsoft Office, particularly Excel.
- Strong communication and interpersonal skills.
- Ability to manage multiple projects and deadlines simultaneously.
- Experience maintaining accurate records and documentation.
Desirable Requirements
- Experience preparing or managing Bills of Quantities (BoQs).
- Understanding of construction procurement processes.
- Experience working with subcontractors and suppliers.
- Knowledge of maintenance or service contract administration.
- Understanding of Health & Safety documentation and compliance requirements.
- Experience using project management or job management software.
What We Offer
- Competitive salary based on experience.
- Varied and interesting projects across the east / south east of the UK.
- Supportive and collaborative working environment.
Pay: £30,000.00-£40,000.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
