Admin/Project Assistant - Maternity Cover

Harper Construction Recruitment; Plymouth; On-site; GBP 26,000 - 38,000; Full time

Job summary

Harper Construction Recruitment in Plymouth is seeking a dedicated Project Administrator/Coordinator to support construction projects from office bases. You will manage site documentation, procurement, RAMS, and coordination with site teams to keep programs on schedule.

The role requires strong IT skills (Microsoft Office, Audit Pro), excellent communication and the ability to juggle multiple tasks across several projects. Driving and site visits are desirable as we work across sites.

Qualifications

• Proven experience in a project coordination role or similar position.
• Previous administration experience.
• Desirable construction industry experience and procurement exposure.
• Grade A-C GCSE or equivalent in Maths and English.
• Excellent customer service and ability to meet deadlines.

Responsibilities

• Prepare and manage project and site folders in hard copy and digital formats.
• Prepare RAMS, COSHH and Work Permits and liaison with project team and site managers.
• Organise procurement of materials and labour; create purchase orders and schedule deliveries.
• Support QS, assistants and Projects Manager with site documentation.
• Liaise with site managers, contractors and suppliers to keep projects on track.
• Attend meetings, take notes and prepare minutes; provide regular project progress updates.

Skills

Project coordination

Administration

Procurement

Communication

Time management

Education

GCSE Maths & English

Tools

Microsoft Office

Excel

Audit Pro

Job description

Overview:

We are working with a clinet based in Plymouth, that has been established for over 20 years and offers highly innovative design and construction solutions to our commercial and residential clients, both regionally and nationally.

As Project Administrator/Co-Ordinator you are the main point of contact for the building projects assigned to you, ensuring that all aspects of supply to site are met to schedule and the administration of the projects are executed to a high standard. You will be working in their office with a small team of Project Administrators/Co-Ordinators and other colleagues, often collaborating to support other projects whilst working on your own assignments.

They are seeking a dedicated and detail-oriented Project Coordinator to join their dynamic team. The ideal candidate will play a crucial role in ensuring that projects are delivered on time, within scope, and aligned with our organisational goals. This position requires procurement experience in the construction industry, proficiency in all aspects of Microsoft Office, strong communication skills and the ability to manage multiple tasks efficiently while collaborating with various stakeholders to manage this role successfully.

Duties:

• Prepare and manage your Project and Site Folders in hard copy and digital format, to ensure the correct site documentation is put in place, recorded, monitored and updated as each project progresses and archived upon completion.
• Prepare, and communicate all relevant Health and Safety, RAMS, COSHH and Work Permits as required for each project, working closely with the Project Team, Site Managers, ensuring effective communication to all relevant parties.
• Organise the procurement of materials and labour, research suppliers and subcontractors to ensure best price and quality are maintained. Create purchase orders. Confirm orders, schedule deliveries, update diaries and communicate to all relevant parties, taking appropriate action when things don’t go to plan.
• Support the Quantity Surveyor, Assistants and Projects Manager to ensure that all of the correct site documentation is put in place.
• Liaise with Site Managers, Contractors and Suppliers, to ensure that the project runs smoothly and all of the site requirements are available, arranged and implemented, continually updating your project files when needs arise.
• Obtain and compile PDFs for the Operations & Maintenance Manual (O & M) throughout the duration of the project in accordance with the Company template, to support the final O & M manual upon completion of the project.
• Provide regular updates on project progress i.e., is the project on schedule, any cost savings on procurement / contractors, delays, issues or concerns.
• On a weekly basis, produce an approved client update for each of your projects with site photos.
• On a weekly basis, compile site requests to include materials, PPE, welfare resources, hire of machinery, consumables & weekly planners. Review and process this information, compile orders, schedule deliveries, communicating progress and updating site files accordingly.
• On a weekly basis, liaise with the Site Manager/Supervisor to ensure all Site paperwork is collated on time and delivered/received to the office, to include all H & S paperwork, timesheets, receipts and dispatch notes.
• Ensure all invoices relevant to your projects are accurate, correctly detail each element, resolving any discrepancies with the relevant supplier.
• For all M & E and utility invoices ensuring you receive all relevant certificates prior to submission for payment.
• Maintain Equipment Hire reports, ensuring deadlines or extensions are met.
• Attend weekly meetings, take notes and prepare meeting minutes.
• Provide the director with regular updates on project progress, is the project on schedule, cost savings on procurement / contractors, any delays / issues or concerns. Ensuring all site files are ready for site visits.
• Arrange regular site visits where appropriate, maintain notes and provide an update to the project team.
• Arrange best priced accommodation and travel for site personnel working away.
• Ensure that everything is in place to handover the project upon completion.
• Correctly archive each project on completion.
• In conjunction with the Site Manager ensure all site equipment, tools, signage and welfare cabins are returned and correctly booked back in.

Experience & Skills:

• Proven experience in a project coordination role or similar position is preferred.
• Previous administration experience.
• Previous experience within the Construction Industry is desirable.
• Previous procurement experience is an advantage.
• Proficient in Microsoft Office, Excel and Audit Pro.
• Grade A-C GCSE or Equivalent in Maths and English.
• Able to demonstrate excellent internal and external customer service.
• Effectively work to deadlines and prioritise work effectively.
• Strong organisational skills with the ability to manage multiple projects. simultaneously while maintaining attention to detail.
• Excellent verbal and written communication skills to effectively present information and engage stakeholders.
• A proactive approach to problem-solving with the ability to adapt to changing priorities in a fast-paced environment.

Schedule:

Monday – Friday, 8am – 5pm some flexibility to work over on occasion if need arises.

On site parking

Informal open plan office.

Ability to drive, desirable as we do visit sites on occasion. Often as a group