Administrator / Document Controller

Fairhurst; City of Edinburgh; Hybrid; GBP 28,000 - 34,000; Full time

Benefits offered by this job

Competitive salary

33 days annual leave

Bonus schemes

Staff health plan

Pension scheme

Travel loan (interest-free)

Cycle to work

Professional fees paid

Hybrid working opportunities

Career development

Multidisciplinary expertise

Inclusive culture

Job summary

Fairhurst is seeking an Assistant Project Administrator / Document Controller in Edinburgh to support Partners and the civil engineering team. You will organize project documentation, prepare materials, and manage correspondence with clients and internal teams.

The role requires strong organization, attention to detail, and confidentiality. A hybrid working arrangement and opportunities for professional development are available.

Qualifications

• Experience in project administration or document control within engineering teams.
• Strong communication and organizational abilities with high attention to confidentiality.
• Proficiency in MS Office and ability to manage multiple tasks under tight schedules.

Responsibilities

• Provide administrative support to Partners, Technical Directors and civil engineering team.
• Organize and coordinate project-related documents, reports and drawings.
• Prepare meeting materials, minutes and distribute documentation.
• Assist with invoicing, expenses and procurement of supplies.
• Coordinate travel arrangements and related risk assessments.
• Maintain project schedules and calendars; ensure on-time delivery.

Skills

Strong organizational skills

Excellent communication

Microsoft Office proficient

Attention to detail

Problem-solving

Discretion & confidentiality

Adaptability & flexibility

Time management

Teamwork

Tools

ProjectWise

Autodesk Forma

Job description

About Fairhurst LLP – Fairhurst LLP is one of the UK’s largest private multidisciplinary partnerships of consulting engineers, delivering civil, structural, geotechnical, environmental, transportation, planning, water, and landscape architecture, H&S and Events consultancy services across 16 principal offices in the UK. Fairhurst specialises in providing cost‑effective, sustainable engineering solutions and prides itself on high-quality service delivery, technical excellence, and long-standing client relationships.

Fairhurst’s Edinburgh office is well known for delivering high-quality energy and infrastructure projects across various sectors in Scotland and the UK.

Role Overview –We are looking for an assistant Project Administrator / Document Controller to join our Edinburgh Team. They shall provide administrative support to the Partners, Technical Director’s and broader civil engineering team by organizing, managing, and coordinating project-related tasks, ensuring projects run smoothly and stay on track, within budget, and meet deadlines, while also acting as a liaison between teams and clients document control teams.

KEY RESPONSIBILITIES

Administrative Support:

• Handling and responding to correspondence (emails, phone calls, letters).
• Organizing and maintaining project documentation, including reports, presentations, and drawings.
• Managing project files and data, ensuring they are easily accessible and organized.
• Preparing and distributing project materials, such as agendas, meeting minutes, and reports.
• Assisting with invoicing and expense management.
• Ordering supplies and equipment as needed.

Travel and Logistics:

• Arranging travel, accommodation, and transportation.
• Making travel reservations and managing itineraries.
• Assisting with the preparation of journey specific risk assessments.

Project Planning and Organization:

• Assisting in developing project plans and timelines.
• Creating and maintaining project schedules and calendars.
• Organizing and managing project documentation and resources.
• Quality Controlling and issuing technical documentation.
• Maintaining client procedures while issuing documentation.

Coordination and Communication:

• Facilitating communication between project team members, stakeholders, and clients.
• Scheduling and coordinating project meetings and events.
• Assisting design teams with correspondence on client platforms (e.g., ProjectWise, Autodesk Forma)

Task Management and Tracking:

• Assigning tasks to team members and monitoring progress.
• Tracking project milestones and deadlines.Identifying and addressing potential issues or delays.

Budget Management:

• Assisting with budget planning and tracking.
• Monitoring project expenses and ensuring projects stay within budget.

SKILLS & ATTRIBUTES

Skills Required:

• Strong organizational skills:To manage multiple tasks and deadlines effectively.
• Excellent communication skills:To facilitate effective communication with team members and stakeholders.
• Proficiency in Microsoft Office Suite: Competency in using software applications for word processing, spreadsheets, and presentations.
• Attention to Detail: Ability to pay close attention to details and ensure accuracy in all tasks.
• Problem-Solving Skills: Capacity to identify and resolve issues efficiently and effectively.
• Discretion and Confidentiality:
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Adaptability and Flexibility: Willingness to adapt to changing priorities and work in a fast‑paced environment.
• Time management skills:To ensure projects stay on track and within deadlines.
• Ability to work independently and as part of a team:To effectively manage tasks and collaborate with others.

Behavioural & Personal Attributes

• Confident communicator with the ability to influence at all levels.
• Proactive, solutions‑focused, and detail‑oriented
• Collaborative team player with a professional and ethical approach.

Alignment with Fairhurst Group Values

• Excellence: Committed to delivering high quality, technically robust work.
• Lasting Relationships: Builds trust with colleagues, clients, and partners.
• Pure Thought: Applies clear, transparent reasoning and maintains professional integrity.
• Continuous Development: Engages in continual learning and development for personal and organisational growth.

WHAT WE OFFER YOU

• Competitive salary and benefits, aligned to experience and location
• 33 days annual leave (inclusive of Public Holidays) including annual leave purchase and buy-back scheme
• Bonus Schemes including loyalty bonus, introducer fee and qualifications award
• Access to Staff Health Plan, Employee Assistance Programme including a 24-hour advice line
• BUPA Company Care Scheme
• Life Insurance, Personal Accident and a generous Contributory Pension Scheme
• Interest-free travel loan, Cycle to Work Scheme and Arnold Clark Affinity Scheme
• Payment of professional fees
• Hybrid and flexible working opportunities will be considered
• A collaborative, partner‑led environment with access to multidisciplinary expertise
• Career and professional development and opportunities on high‑profile projects
• A culture built on responsiveness, flexibility, and sustainable, value‑adding Engineering

You can learn more about our staff benefitshere.

ETHOS

We, at Fairhurst, know that progress within the industry is all about people. That’s why we’re working together to build a better, more inclusive and diverse future for engineers and the engineering industry.

We are committed to providing a workplace that is respectful, fair and inclusive for all employees. We recognise the value of different perspectives and backgrounds, and we are committed to creating an environment where everyone can contribute and succeed.