Project Co-Ordinator

Ingleton Wood; Nottingham; On-site; GBP 23,000 - 30,000; Full time

Benefits offered by this job

Flexible remote working

25 days holiday

Coaching and mentoring

Living wage employer

Pension scheme

Health cash plan

Professional membership support

Family policies

Team events

Cycle to work

On-site parking

Season ticket loan

Death in service

Early finish incentives

Volunteer leave

Wellness programs

Employee referrals

Working groups

Job summary

Ingleton Wood is seeking a Project Administrator to support project delivery and financial administration. You will assist senior staff and ensure efficient administrative and project finance processes across multiple projects.

The role requires a positive, proactive attitude and the ability to work with the Director, Design Manager, Office Manager and project teams. UK SC clearance or ability to obtain is required.

Qualifications

• Experience in administrative or project coordination roles.
• Strong organisational skills with multiple priorities.
• Excellent attention to detail with financial information.
• Proficient with Excel, Word and Outlook.

Responsibilities

• Log opportunities and convert to live projects.
• Raise purchase orders and manage projections and invoicing.
• Maintain project financial records and client invoicing.
• Track RFIs, warnings and project deliverables.
• Coordinate site visits and supporting documentation.
• Diary management and day-to-day project operations support.
• Travel bookings, timesheets, and office supplies administration.

Skills

Organisational skills

Attention to detail

Microsoft Office

Communication

Team coordination

Independent worker

Education

GCSE English

GCSE Maths

Tools

Document control systems

Job description

About us…

Ingleton Wood is a value-led, people focussed practice providing clients with inspirational and practical design solutions; we exist to improve the communities in which we all live and work.

Originally established in 1935, we are a dynamic multi-disciplinary property and construction consultancy, providing a wide range of services across many industry sectors, including commercial, education, defence, residential and more.

We develop long term relationships with clients, adding value at every stage of development. We are one of a few medium-sized consultancies offering integrated design and technical expertise.

We have a nationwide presence with offices located across the UK. We plan to open further sites in the future to develop our national service.

Life At Ingleton Wood…

is busy but great fun, we work hard, and we play hard. There is a huge emphasis on teams and working collaboratively both professionally and socially.

We bring people together to improve the quality and sustainability of the built environment through our expert knowledge in delivering local solutions for global issues. A sentiment underpinned by our shared vision of solving global challenges one building at a time, and supported through our values;

We are progressive

We collaborate

We support

We take ownership

To see a real time view of what we are up to check our social channels

You can expect…

• Opportunities for flexible and remote working – we understand a work life balance helps us all.
• Holiday entitlement of 25 days plus bank holidays with long service recognition and festive shutdown.
• Opportunities for personal and professional growth in a supportive environment including in-house coaching and mentoring.
• Competitive salaries with regular review and benchmarking to ensure fair pay. We are a real living wage employer.
• Competitive Company Pension Scheme.
• Health cash plan scheme.
• Professional membership support
• Family policies
• Great office team building events and fully expensed seasonal social events.
• Cycle to work Scheme.
• On-site parking facilities (excluding London office)
• Season Ticket Loan (if applicable)
• Death in service benefit.
• Early Finish incentives when the Practice targets are hit.
• Additional leave allocated for volunteering (up to 2 days).

• Health & Mental Wellness Programs.
• Employee Referral Scheme.
• Employee working groups

The role…

We are currently recruiting a Project Administrator to join our team. The successful candidate will need a positive, ‘can-do’ attitude and be enthusiastic about supporting project delivery and financial administration. You will be responsible for providing efficient administrative support across a range of project, financial and operational activities.

The role will involve providing high quality professional support services to the Director, Design Manager, Office Manager and wider project teams. You will be expected to work in accordance with the Practice's values and objectives.

Please Note: Due to the nature of the work undertaken successful applicants will need to have active UK SC Clearance or the ability to gain UK SC clearance. Further information can be found at: National security vetting: clearance levels - GOV.UK

The selected candidate will…

• Assist the Office Manager and Design Manager with project financial administration, including logging new opportunities, converting opportunities into live projects, raising purchase orders, managing project projections and invoicing.
• Process and maintain project financial records, including client invoicing, subcontractor invoice reconciliation and purchase order management.
• Support the Design Manager with tracking Requests for Information (RFI), Early Warning registers and project deliverables, proactively following up on outstanding actions.
• Coordinate statutory and client approvals, liaising with internal teams and external stakeholders to ensure submissions are completed accurately and on time.
• Maintain project document control systems, including drawing registers and document management platforms.
• Organise and coordinate site visits for internal staff and subcontractors, including preparation of supporting documentation and follow‑up actions.
• Provide administrative support to the Sector Director, Design Manager and Office Manager through diary management, meeting coordination and day‑to‑day project operations support.
• Complete general administrative duties including travel and accommodation bookings, timesheet updates, ordering office supplies and reformatting documentation using Microsoft Office applications.

Essential skills, experience, and attributes…

• Previous experience in an administrative, project coordination or office support role.
• Strong organisational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent attention to detail and accuracy when handling project and financial information.
• Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.
• Confident communicator with the ability to build positive working relationships with colleagues, clients and external stakeholders.
• Experience of document control systems, project management software or financial management systems would be advantageous.
• Ability to work independently whilst supporting a wider team in a fast‑paced environment.
• GCSE (or equivalent) Grade C/4 or above in English and Maths.

We're committed to building a diverse, inclusive, and authentic workplace where everyone can be their best, so if you're excited about this role but your experience doesn't align perfectly with every requirement on the Job Description, please apply anyway - you may just be the right candidate for this or other roles in our wider team.

To discover more about life at Ingleton Wood, please visit our website https://www.ingletonwood.co.uk/