Administration Manager

Harmony Fire; Birmingham; Hybrid; GBP 40,000 - 62,000; Full time

Benefits offered by this job

Bonus up to 50% of annual salary

Unlimited holiday

Enhanced maternity/paternity

Pension

Job summary

Harmony Fire in Birmingham is inviting applications for an Admin Manager to be the operational glue of the West Midlands pod, reporting to the Project Director and owning day-to-day delivery admin across our Building Fabric portfolio.

You will drive project mobilisation, subcontractor onboarding, H&S admin and client reporting while coordinating with onshore and offshore teams as the pod scales. This is a hybrid role with potential base locations in Yeovil/London before Dudley.

Qualifications

• Proven experience in a senior administrator, coordinator, project administrator or operations role, ideally within construction, fire safety, building services or a closely related sector.
• Extremely detail-oriented with ability to spot missing documents and procedural gaps.
• Exceptional organisation and ability to juggle multiple priorities and projects.

Responsibilities

• Own the day-to-day delivery admin for the West Midlands pod with Project Director and site supervisors
• Lead project mobilisation admin including RAMS, permits, access arrangements, site inductions and pre-start paperwork
• Coordinate subcontractor onboarding, paperwork, scheduling and payment admin
• Support site supervisors with works orders, materials coordination, scheduling and weekly site logistics
• Own H&S compliance admin: toolbox talk records, near-miss reporting, audit trail, certification tracking
• Manage weekly client reporting and KPI tracking across live projects
• Administer quality and completion sign-off processes—certificate packs, handover documentation, audit-ready evidence
• Maintain accurate records in Salesforce, SimPRO and SharePoint
• Coordinate with offshore admin support as senior onshore reference
• Track outstanding actions and surface risks early for proactive action
• Contribute to continuous improvement across pod processes as the West Midlands pod scales

Skills

Senior Administrator

Project coordination

Stakeholder management

Attention to detail

Microsoft 365

Tools

Salesforce

SimPRO

SharePoint

Microsoft 365 suite

Job description

Description Harmony is on a mission to be the best life safety partner to work with and for. Rated an ‘Outstanding Employer’ by Best Companies in 2025, we are only getting bigger and stronger — and we’re looking for A-players to help us get there.

Department: Building Fabric - Delivery

Employment Type: Full Time

Location: Birmingham

We are now hiring an Admin Manager to be the operational glue of our newest regional pod — the West Midlands. Reporting to the Project Director, you will own the day-to-day delivery admin function across our growing Building Fabric portfolio: project mobilisation, subcontractor coordination, site logistics, H&S compliance admin, client reporting and sign-off through to completion. This is a process control role, not a clerical one. While we build the West Midlands pod to life, you will work in a hybrid pattern — a mix of our Yeovil and London offices to plug into the wider delivery function — ultimately based out of Dudley once the pod is fully operational. You will be the person the Project Director, site supervisors and clients rely on to keep the operation running smoothly. A good Admin Manager keeps a delivery operation moving. A great one makes everyone around them better at their job. This is more than just an admin role. It is about bringing the right energy, accountability and resilience to our mission of saving lives through fire and height safety.

Key Responsibilities

• Own the day-to-day delivery admin function for the West Midlands pod, working alongside the Project Director, site supervisors and project managers to keep live projects on track.
• Drive project mobilisation admin — RAMS, permits, access arrangements, site inductions and pre-start paperwork — so every project starts cleanly.
• Coordinate subcontractor onboarding, paperwork, scheduling and payment admin, holding suppliers to Harmony’s standards.
• Support site supervisors with works orders, materials coordination, scheduling and weekly site logistics.
• Own H&S compliance admin: toolbox talk records, near-miss reporting, audit trail, certification tracking.
• Manage weekly client reporting and KPI tracking across the pod’s live projects, ensuring reports go out on time, to standard.
• Administer quality and completion sign-off processes — certificate packs, handover documentation, audit-ready evidence.
• Maintain accurate records in Salesforce, SimPRO and SharePoint, ensuring data is current, clean and consistent across all pod projects.
• Coordinate with offshore admin support where required, acting as the senior onshore admin point of reference.
• Track outstanding actions across live projects, surfacing risks early so the Project Director and supervisors can act before they become problems.
• Contribute to continuous improvement across pod processes — sharing what’s working, flagging what isn’t, and helping shape how the West Midlands operation runs as it scales.

Skills, Knowledge And Expertise

• An A-player mindset — high standards, extreme ownership and the drive to do things properly, the first time.
• Proven experience in a senior administrator, coordinator, project administrator or operations role, ideally within construction, fire safety, building services or a closely related sector.
• Extremely detail-oriented — the kind of person who spots the missing document, the broken folder structure and the unchased subcontractor before anyone else does.
• Exceptionally organised, with the ability to manage multiple competing priorities and projects without dropping threads.
• Comfortable working with site supervisors, project managers and subcontractors — confident enough to hold people accountable and chase things through to completion.
• Process-minded — sees admin as control, not paperwork, and gets satisfaction from systems that run cleanly.
• Highly proficient with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and able to pick up new systems quickly — Salesforce, SimPRO and similar.
• A genuine can-do attitude — no job is too small, no problem is someone else’s to solve.
• Willing and able to work in a hybrid pattern across our Yeovil and London offices while the West Midlands pod takes shape, ultimately based out of Dudley.
• Some experience coordinating or supervising junior admin colleagues or offshore admin support is an advantage.

Benefits

This is a chance to be the operational glue of one of Harmony’s newest regional pods from the ground up — working directly with the Project Director and shaping how the West Midlands delivery operation runs as we grow. At Harmony, we ask a lot — and we give a lot back. The hours are real, the standards are high and the work is demanding, but for those who show up, deliver and go the extra mile, the rewards follow. A-players here enjoy a competitive salary, a Personal Development Plan with ongoing training and mentoring, unlimited holiday, a bonus scheme paying up to 50% of annual salary, enhanced maternity and paternity, lunch, snacks and refreshments on us every day (fresh fruit and Takeaway Friday included), a team social budget, cycle to work, an auto-enrolment pension, two major company events a year and our Reward and Recognition scheme — including European mini-breaks for those who go above and beyond. It is a collaborative, high-energy environment focused on doing things the right way — and none of it is a perk for showing up; it’s what we share with the people pulling the business forward.

Harmony is an equal opportunity employer. We consider all applicants for employment regardless of age, disability, sexual orientation, gender identity, family or parental status, race, colour, nationality, ethnic or national origin, religion or belief. We want everyone who works with us to feel valued and to make a difference.