Role Overview
The Administrative Assistant will provide broad administrative support across the business, with particular responsibility for supplier invoice processing, project administration support for the development team, document and report preparation, management of company social media channels, customer care administration, and general office and filing systems. This is a varied, hands-on role suited to someone who is highly organised, comfortable managing multiple priorities, and confident communicating with suppliers, contractors, customers, and colleagues at all levels. The role is based within our Alnwick office.
Key Responsibilities
Supplier Invoice Management & Processing
- Receive, check, and process supplier and subcontractor invoices, matching to purchase orders and delivery/completion records
- Code invoices correctly against projects and cost codes for accurate job costing
- Liaise with suppliers and subcontractors to resolve queries, discrepancies, and missing documentation
- Support timely processing of payments in line with agreed payment terms
- Maintain accurate, up-to-date invoice and supplier records
- Assist with reconciliation of supplier statements
Development Team & Project Administration Support
- Provide administrative support across live development projects (planning, construction, and land promotion workstreams)
- Maintain project files, trackers, and document registers, ensuring version control and accurate record-keeping
- Assist with collating and circulating information for consultant teams (architects, planners, engineers, agents, and solicitors)
- Support diary management, meeting scheduling, and minute-taking for project meetings
- Help track key project dates, deadlines, and outstanding actions
- Assist with the preparation and submission of documentation for planning applications and other statutory processes
Document & Report Preparation
- Prepare, format, and proofread professional documents, letters, and reports to a high standard
- Assist with the preparation of buyer-facing sales materials, specifications, and marketing documents
- Format and maintain templates for company correspondence, reports, and presentations
- Support the preparation of Operation & Maintenance manuals and other technical documentation
Social Media & Marketing Support
- Manage and maintain the company's social media channels, scheduling and posting content
- Assist in creating engaging content (photos, updates, project milestones) to promote developments and the wider business
- Monitor engagement and respond to enquiries or comments in a professional and timely manner
- Support wider marketing activity, including website updates and property listing materials
Customer Care Management
- Prepare and collate buyer handover packs
- Support the construction team to manage the customer care process from handover through to resolution of post-completion queries and defects
- Log, track, and prioritise customer care requests, ensuring nothing is missed and response times are met
- Liaise with the construction team and subcontractors to arrange remedial works and follow up to confirm completion
- Keep customers updated on the progress of their queries, maintaining a positive and reassuring line of communication
- Maintain accurate customer care records and logs for each plot/unit, including warranty-related correspondence
- Help identify recurring issues and feed observations back to the development and construction teams
Filing & Document Management
- Establish and maintain clear, well-organised digital and physical filing systems
- Ensure documents are stored, named, and version-controlled consistently across the business
- Manage confidential and sensitive documentation appropriately and securely
- Support document retrieval requests from colleagues and external parties
General Administration
- Provide day-to-day administrative and reception-type support to the office (post, deliveries, stationery, supplies)
- Answer and direct telephone calls and email enquiries professionally
- Assist directors and senior staff with ad hoc administrative tasks
- Help maintain office systems, equipment, and general upkeep of the working environment
Candidate Requirements
Essential
- Proven experience in an administrative, office support, or bookkeeping-adjacent role
- Strong organisational skills with excellent attention to detail
- Confident using Microsoft Office (Word, Excel, Outlook) and general IT literacy
- Excellent written and verbal communication skills
- Ability to manage multiple tasks and deadlines, prioritising effectively
- A proactive, can-do attitude and willingness to get involved across different areas of the business
- Discretion when handling confidential or sensitive information
- A full UK driving licence (occasional travel to sites/offices may be required)
Desirable
- Experience processing supplier invoices or working with accounting/bookkeeping software (e.g. QuickBooks)
- Experience in a property, construction, or development environment
- Experience managing social media channels for a business (e.g. Instagram, LinkedIn)
- Familiarity with the UK planning process or construction project documentation
- Experience using project management or document control systems
What We Offer
- The opportunity to be part of a small, growing, and ambitious Northumberland-based property development business
- Varied and interesting work across live residential and land promotion projects
- Supportive working environment with scope to develop and take on additional responsibility
- Competitive salary and benefits, dependent on experience
- Flexible hours on a part time basis
- 12 days holidays per year (20 days pro rata for 3 days/24 hours per week working time)
Pay: £15.00-£17.00 per hour
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
Work Location: In person
