Project Administrator - maternity cover

Lindum Group; Elvington; On-site; GBP 25,000 - 35,000; Full time

Job summary

A construction firm is seeking a Project Administrator to join their team in Elvington. The role involves delivering administrative support for construction projects, managing paperwork, and assisting in design and quantity surveying tasks. Essential skills include effective planning, good communication, attention to detail, and proficiency in Word and Excel. The contract is fixed-term from mid-August 2025 to July 2026.

Qualifications

• Ability to develop strong relationships with clients and supply chain.
• Team player attitude and reliability.
• Clear communication and ability to identify key issues.

Responsibilities

• Deliver all administrative elements of the construction project.
• Manage general office paperwork related to project administration.
• Support delivery team with filing and archiving information.

Skills

Effective planning to meet deadlines

Good communication skills

Strong attention to detail

Organizational skills

Proficiency in Word and Excel

Job description

Our Lindum York division focuses on a variety of new build and refurbishment projects in the York and extended Yorkshire region. Our business operates by understanding and building relationships with customers, getting to know properly what they need, and caring for them, leading to a large number of loyal clients across various sectors.

“The difference is our people” and above all, we are seeking someone with the right skills and attitude.

Introduction To The Role

An opportunity has arisen for a Project Administrator to join our existing team within Lindum York, based at our office at Lindum Business Park in Elvington. This will be on a fixed-term contract starting mid-August 2025 and ending July 2026.

Key Duties and Responsibilities

The Project Administrator will be fully responsible for delivering all administrative elements of the construction project they are involved with, excluding daily site diaries, site inductions, health & safety files, and contractual issues unless directed by the project QS.

Generic Daily Duties Include

• Distributing incoming project emails to team members and archiving accordingly.
• Answering incoming calls, taking messages, and forwarding as required.
• Uploading and distributing drawings and information to the team, consultants, and supply chain as directed.
• Managing general office paperwork related to project administration.
• Supporting the delivery team with filing and archiving information.
• Assisting in ensuring all relevant paperwork, including O&M manuals and project completion documents, are in order.
• Supporting the administrative functions across the business as directed by the Director or Office Manager, including assisting estimating, design coordination, commercial, customer care, reception, and supporting directors.

Design Coordination Support

• Typing minutes from DTM and drawing review meetings.
• Distributing drawings following design review meetings.
• Adding drawings to D2D and maintaining up-to-date records.
• Scanning over-marked drawings to the contract folder.
• Preparing drawings and review sheets prior to meetings.
• Updating design drawing statuses and distributing specifications after reviews.
• Coordinating as-built drawings for O&M manuals.

Quantity Surveying Support

• Making payments based on QS payment notices via Cyberqube.
• Saving certificates and instructions in relevant files.
• Scanning and distributing subcontractor meeting minutes.
• Collating subcontract applications and invoices for weekly payment processing.
• Providing general commercial support as directed.
• Attending commercial meetings when required.

Contract Management Support

• Communicating regularly with contracts managers to balance workload.
• Assisting in creating project-specific O&M manuals with the Customer Care Manager.
• Auditing drawings on-site versus D2D to ensure alignment.

Weekly/Ongoing Duties Include

• Managing the Lindum York/Contract folder.
• Downloading and saving all contract correspondence.
• Archiving tendering files electronically and physically.
• Coordinating project workload between projects and office requirements.

General Divisional Duties

• Carrying out additional duties as directed by the directors or office manager.
• Communicating effectively with the wider Lindum team.
• Understanding and following Lindum’s estimating systems and processes.
• Maintaining a safe, healthy, and harassment-free working environment.
• Working as part of the team to meet and exceed business objectives.

Essential Skills/Attributes

• Effective planning to meet deadlines.
• Good communication skills with all levels, developing strong relationships with clients and supply chain.
• Strong attention to detail.
• Pride in the presentation of work.
• Team player attitude.
• Organizational skills to prioritize workload across multiple projects.
• Reliability, punctuality, and responsibility.
• Proficiency in Word and Excel.
• Clear communication with an ability to identify key issues.