Project Administrator

Aspire Recruitment Consultants; Greater London; Hybrid; GBP 18,000 - 21,000; Part time

Benefits offered by this job

Remote working initially

Hybrid working model

Progression opportunities

Job summary

Aspire Recruitment Consultants is seeking a highly organised Part‑Time Administrative Assistant to support the daily operations of a growing electrical contracting business. The role focuses on project administration, records maintenance, and ensuring smooth communication between internal teams, suppliers and clients.

The position offers part‑time hours (3 days per week), initially remote with a move to a hybrid model (approx. 3 days in the office).

Qualifications

• Strong organisational and time management, diary coordination.
• Experience with invoicing and financial administration.
• Excellent written and verbal communication skills.
• Ability to produce clear, professional written communication.
• Proficiency in Microsoft Office, especially Excel for data tracking.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks and prioritise effectively.
• Desirable: experience within construction or electrical contracting.

Responsibilities

• Diary & schedule management for management and project teams.
• Arrange meetings, site visits and engineer schedules.
• Adjust priorities and schedules in line with business needs.
• Invoicing & financial administration tasks.
• Monitor outstanding invoices and assist with credit control.
• Support purchase order processing and expense tracking.
• Ensure receipts and expenses are collated and submitted to the accountant monthly.
• Maintain records of current and upcoming projects.
• Track key job details including location, costings, materials and timelines.
• Monitor tender‑stage projects and update stakeholders.
• Ensure all documentation is accurate and up to date.
• Liaise with suppliers regarding materials and requirements.
• Track orders, deliveries and timelines.
• Support cost tracking and supplier coordination.
• Draft and manage professional email communications.
• Act as a key contact for clients, suppliers and internal teams.
• Handle incoming calls and general enquiries.
• Maintain organised digital and physical filing systems.
• Prepare reports, spreadsheets and documentation.
• Assist with compliance and health & safety documentation where required.

Skills

Diary management

Invoicing

Financial administration

Project tracking

Supplier liaison

Communication

Microsoft Excel

Attention to detail

Multitasking

Tools

Microsoft Office

Job description

Role Overview

Our client is seeking a highly organised and proactive Part‑Time Administrative Assistant to support the daily operations of their electrical contracting business.

This role is focused mainly on projects administration and support and plays a key part in ensuring projects are well coordinated, records are accurately maintained, and communication flows effectively between internal teams, suppliers and clients.

Working Pattern

• Part‑time
• 3 Days a week
• 9:00am–5:00pm
• Initially fully remote, moving to a hybrid model (approximately 3 days office‑based)
• Flexibility required in line with business needs

Key Responsibilities

• Diary & Schedule Management
  • Maintain and coordinate calendars for management and project teams
  • Arrange meetings, site visits and engineer schedules efficiently
  • Adjust priorities and schedules in line with business needs
• Invoicing & Financial Administration
  • Prepare and issue invoices accurately and promptly
  • Monitor outstanding invoices and assist with credit control
  • Support purchase order processing and expense tracking
  • Ensure receipts and expenses are collated and submitted to the accountant monthly
• Project & Job Tracking
  • Maintain records of current and upcoming projects
  • Track key job details including location, costings, materials and timelines
  • Monitor tender‑stage projects and update stakeholders
  • Ensure all documentation is accurate and up to date
• Procurement & Supplier Liaison
  • Liaise with suppliers regarding materials and requirements
  • Track orders, deliveries and timelines
  • Support cost tracking and supplier coordination
• Communication & Correspondence
  • Draft and manage professional email communications
  • Act as a key contact for clients, suppliers and internal teams
  • Handle incoming calls and general enquiries
• Administrative Support
  • Maintain organised digital and physical filing systems
  • Prepare reports, spreadsheets and documentation
  • Assist with compliance and health & safety documentation where required

Essential Requirements

• Strong organisational and time management skills, particularly diary coordination
• Experience with invoicing and financial administration tasks
• Excellent written and verbal communication skills
• Ability to produce clear, professional written communication
• Proficiency in Microsoft Office, especially Excel for data tracking and reporting
• High level of accuracy and attention to detail
• Ability to manage multiple tasks and prioritise effectively

Desirable

• Previous experience within construction or electrical contracting environments

What’s on Offer

• Part‑time hours across 3 days per week
• Remote working initially
• Hybrid working model as the role develops
• Opportunity to join a growing business
• Clear scope for progression