Project Administrator

Balfour Beatty Plc; City of Edinburgh; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading construction company in Edinburgh seeks a Project Administrator to support the UK Construction teams. Responsibilities include managing documentation, coordination of administrative tasks, and ensuring effective communication among stakeholders. Candidates should have strong IT skills, previous administrative experience, and the ability to work under pressure. This role offers opportunities for flexible working arrangements and a comprehensive benefits package.

Benefits

Smart working flexibility

25 days paid annual leave

Family friendly policies

Pension and share incentive plan

Qualifications

• Highly motivated, proactive, and practical administrator.
• Ability to work well under pressure and to tight timescales.
• Honest, reliable, and professional.

Responsibilities

• Upload timesheets and allocation sheets for accurate cost allocations.
• Maintain holiday trackers for site-based employees.
• Support the efficient running of the site office.

Skills

Excellent communication and interpersonal skills

Strong team working skills

Excellent IT skills

Ability to multi-task

Strong organisational skills

Education

Previous secretarial and/or administrative experience

Tools

Microsoft Office (Excel, Word, PowerPoint)

SharePoint

Job description

About The Role

Balfour Beatty is seeking a Project Administrator to support our UK Construction teams in Scotland. This is a site‑based role in Edinburgh, where you’ll coordinate administrative tasks, maintain documentation, and ensure smooth communication between stakeholders. Your work will be critical in helping projects run efficiently and on schedule.

What you'll be doing

Your Responsibilities Will Include

• Upload timesheets/hours onto Oracle R12 & Replicon software, ensuring allocation sheets are submitted and received on time for accurate cost allocations and adjustments.
• Maintain holiday trackers for site‑based employees.
• General admin duties including minute‑taking, typing, photocopying, and scanning.
• Cover reception when required, screening telephone calls and handling messages and enquiries.
• Collate and prepare reports; assist with inductions and all M‑Site (Biometric system) requirements.
• Book conference rooms internally and externally for team meetings.
• Arrange and attend team meetings/conferences as required, taking minutes.
• Carry out any other admin tasks required by your line manager.
• Use MS Office to produce spreadsheets, documents, and presentations as needed.
• Support the efficient running of the site office, including replenishing site and office supplies (e.g., PPE, general welfare).
• Maintain accurate and secure paper‑based/electronic filing systems, including archiving.
• Maintain full confidentiality of sensitive business issues.
• Ensure a relentless focus on Zero Harm and support the delivery of UKCS’s sustainability activities.
• Live the Balfour Beatty Values.

Who we're looking for

You Will Have The Following Qualities/experience

• Highly motivated, proactive, and practical administrator.
• Excellent communication and interpersonal skills.
• Strong team working skills and the ability to build relationships at all levels.
• Honest, reliable, and professional.
• Ability to multi‑task and work independently as well as in a team.
• Ability to work well under pressure and to tight timescales.
• Organised with excellent timekeeping skills.
• Excellent IT skills, including Microsoft Office (Excel, Word, PowerPoint) and SharePoint.
• Previous secretarial and/or administrative experience is desirable.

Why work for us

Day in, day out, our teams deliver some of the UK’s most ambitious, exciting and meaningful projects; developing, building and maintaining the vital infrastructure that supports national economies and strengthens communities.

Why join us?

Benefits

As if contributing to and supporting work that makes life better for millions wasn’t rewarding enough, we offer a full range of benefits too. You’ll have the freedom to shape the package that’s right for you and your life. Here are some of our key benefits:

• Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow.
• 25 days paid annual leave (pro rata).
• Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave.
• Pension, share incentive plan, volunteering leave, recognition schemes and much more…

About Us

From Dunfermline’s tramways in 1909 to highland hospitals today, Balfour Beatty has been trusted for over a century to deliver the complex and critical infrastructure and iconic buildings Scotland relies on.

We have the people, knowledge and experience to safely deliver projects right first time, maximising value for money and ensuring a positive social impact and inclusive economic growth for local communities.

Our award‑winning sustainable projects, including active travel, Passivhaus and retrofit, demonstrate our commitment to supporting Scotland’s transition towards net zero in the built environment.

Diversity and inclusion

At Balfour Beatty we believe that diversity and inclusion are essential components of any successful, happy workplace. Through our Value Everyone Diversity and Inclusion Strategy and Action Plan, we are growing our diverse workforce and developing our inclusive culture where everyone is able to thrive and reach their full potential, regardless of their identity or background. To find out how we are making this a reality, visit www.balfourbeatty.com/diversityandinclusion.

To help and support us with our desired commitment to create an inclusive culture we are members of WISE, ENEI, Business Disability Forum and the Association for Black and Minority Ethnic Engineers (AFBE). In 2020, we signed the Audeliss and Involve Open Letter to demonstrate our commitment to taking key long term and sustainable actions on Black Inclusion. Balfour Beatty is also a Gold Award holder in the Ministry of Defence 'Employer Recognition Scheme' and actively encourage applications from Armed Forces personnel, veterans and reservists.

As a Disability Confident Employer, we are committed to working with people who have disabilities and long‑term health conditions to remove barriers for them in obtaining employment. We are also committed to offering applicants with a disability an interview if they meet the minimum requirements for the role. For more info, visit: https://disabilityconfident.campaign.gov.uk/.

We are looking to continually improve our resourcing process and ensure that it is fair and inclusive for all. If you have any feedback on the process, please share this with us at: [e-mail].