Project Admin & Coordination Specialist

OCS; Greater London; Hybrid; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Award-winning employer

Digital learning

Retail discounts

Professional growth

Flexible pay

Job summary

OCS UK & Ireland is seeking an organised Administration Assistant to support the Frameworks Division in a busy environment. You will handle project documentation, onboarding, timesheets and training records, collaborating with the Frameworks Admin Manager and project teams to ensure accuracy and timeliness.

The role offers varied duties, opportunities to improve processes, and a pathway to contribute across multiple admin tasks as priorities shift.

Qualifications

• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Working knowledge of Microsoft Excel, Word, PowerPoint and Project.
• Ability to manage competing priorities and meet deadlines.
• Confidence maintaining records, preparing documents and handling information accurately.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Responsibilities

• Respond to internal and external emails and telephone enquiries professionally, directing queries to the appropriate team members.
• Maintain accurate records and carry out general administrative duties, including filing, scanning, copying and preparing documents.
• Collate and issue project drawings to Project Managers and site teams.
• Support the onboarding of new vendors with the Procurement team, tracking progress and following up outstanding information.
• Collate monthly hire reports and distribute them to Project Managers.
• Prepare site packs and health and safety folders, ensuring the required documentation is included and kept up to date.
• Issue reporting templates and collate information for monthly project reports.
• Maintain training records, certificates and cards for project and site personnel.
• Arrange meetings, appointments and travel, preparing supporting documents where required.
• Coordinate onboarding arrangements for new employees, including IT requests and PPE.
• Maintain up-to-date records of changes to the Projects fleet.
• Compile weekly site staff timesheets in Excel and submit them to Payroll within the required deadlines.
• Provide regular updates to the Admin Manager on progress and outstanding tasks.
• Support Project Coordinators, office colleagues and management teams with day-to-day administration.
• Build effective working relationships across internal business teams.
• Handle confidential and sensitive information appropriately.
• Identify opportunities to improve administrative processes.
• Adapt to changing duties and priorities, supporting different administrative tasks as the needs of the team and division evolve.
• Attend relevant training and undertake other reasonable duties as required.

Skills

Organisational skills

Communication

Microsoft Office

Time management

Confidentiality

Teamwork

Adaptability

Learning mindset

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Project

Job description

OCS UK & Ireland is seeking an organised Administration Assistant to support the Frameworks Division in a busy environment. You will handle project documentation, onboarding, timesheets and training records, collaborating with the Frameworks Admin Manager and project teams to ensure accuracy and timeliness.

The role offers varied duties, opportunities to improve processes, and a pathway to contribute across multiple admin tasks as priorities shift.