Project Administrator

Harmony Fire; Birmingham; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Competitive salary

Personal Development Plan

Unlimited holiday

Bonus up to 50% of annual salary

Enhanced maternity and paternity

Lunch, snacks and refreshments

Team social budget

Cycle to work

Auto-enrolment pension

Company events twice a year

Reward and Recognition scheme

Job summary

Harmony Fire is hiring a Project Administrator to support our West Midlands pod. Based in Birmingham, you will manage project mobilisation paperwork, subcontractor onboarding and site logistics, reporting to the Project Manager.

This process-driven role requires exceptional attention to detail and the ability to juggle multiple live projects across Yeovil, London and Dudley as the pod scales. Strong MS 365 experience and familiarity with Salesforce and SimPRO are preferred; we offer development,

Qualifications

• 1–2 years administration experience.
• Extremely detail-oriented with ability to spot missing documents and unchased subcontractors.
• Well organised and able to juggle multiple live projects and priorities.
• Comfortable contacting site supervisors and subcontractors to chase tasks to completion.
• Process-minded and data-driven with clean, auditable systems.
• Experience with MS 365, Salesforce and SimPRO.

Responsibilities

• Prepare and chase project mobilisation paperwork (RAMS, permits, access, inductions, pre-start docs).
• Handle subcontractor admin including onboarding and compliance documents.
• Support site supervisors with works orders, materials, scheduling and weekly logistics.
• Maintain H&S records and audit trails.
• Pull weekly client reports and KPI trackers; ensure on-time delivery.
• Build completion and sign-off packs with certificates and handover docs.
• Maintain accurate records in Salesforce, SimPRO and SharePoint.
• Track outstanding actions and flag risks early.
• Coordinate with offshore admin and verify work before approval.
• Contribute to how the pod runs and suggest improvements.

Skills

Administration experience

Detail-oriented

Organised

Communication skills

Microsoft 365

Salesforce

SimPRO

SharePoint

Tools

Salesforce

SimPRO

SharePoint

Microsoft 365

Job description

Project Administrator

Department: Building Fabric - Delivery

Employment Type: Full Time

Location: Birmingham

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.

We are passionate about making a difference and obsessed with quality. Our goal is to build a world where every resident can sleep safely at night, knowing their home is 100% safe.

We are now hiring a Project Administrator to support our newest regional pod, the West Midlands. Reporting to the Project Manager, you will keep the delivery admin running cleanly across our growing Building Fabric portfolio: project mobilisation paperwork, subcontractor admin, site logistics support, H&S records, client reporting and completion packs.

This is a process role, not a typing role. You will be trusted with the detail that keeps live projects moving, and you will be the person site supervisors and project managers come to when they need something found, chased or sorted.

While we build the West Midlands pod, you will work in a hybrid pattern across our Yeovil and London offices to learn how the wider delivery function operates, ultimately based out of Dudley once the pod is fully operational.

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

• Prepare and chase project mobilisation paperwork: RAMS, permits, access arrangements, site inductions and pre-start documents, so every project starts cleanly.
• Handle subcontractor admin, including onboarding paperwork, compliance documents, scheduling and payment paperwork.
• Support site supervisors with works orders, materials ordering, scheduling and weekly site logistics.
• Keep H&S records up to date: toolbox talk records, near-miss logs, certification tracking and a clean audit trail.
• Pull together weekly client reports and KPI trackers, making sure they go out on time and to standard.
• Build completion and sign-off packs: certificates, handover documentation and audit-ready evidence.
• Maintain accurate records in Salesforce, SimPRO and SharePoint so data is current, clean and consistent across all pod projects.
• Track outstanding actions across live projects and flag anything slipping before it becomes a problem.
• Work with our offshore admin support where required, checking work is right before it goes anywhere.
• Contribute to how the pod runs as it scales, sharing what’s working and flagging what isn’t.

Skills, Knowledge and Expertise

• An A-player mindset: high standards, extreme ownership and the drive to do things properly, the first time.
• 1-2 years administration experience
• Extremely detail-oriented. The kind of person who spots the missing document, the wrong revision and the unchased subcontractor before anyone else does.
• Well organised, able to juggle several live projects and competing priorities without dropping threads.
• Comfortable picking up the phone to site supervisors, project managers and subcontractors, and confident enough to chase things through to completion.
• Process-minded, sees admin as control rather than paperwork, and gets satisfaction from systems that run cleanly.
• Confident with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and quick to pick up new systems such as Salesforce and SimPRO.
• 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.

Benefits

This is a chance to join one of Harmony’s newest regional pods from the ground up, learning the delivery operation from the inside and growing as the West Midlands grows. 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.