Retrofit Administrator

UI Social Infrastructure Limited; Dartford; On-site; GBP 26,000 - 38,000; Full time

Job summary

United Infrastructure is seeking a detail-oriented Document Controller/Project Administrator to join our expanding team in the UK. You will manage retrofit project documentation, ensure version control, logging, and audit trails, and support compliance with PAS 2035 and GDPR.

You will liaise with internal teams, consultants, contractors, and funding bodies; maintain registers and trackers; generate regular status reports; and contribute to continuous improvement of document control procedures.

Qualifications

• Experience working in a document control, project administration, or information management role.
• Proficient in the implementation of Pashub for compliance and Document control.
• Experience managing large volumes of project documentation.
• Strong understanding of document control principles, including version control and audit trails.
• Proficiency in Microsoft Office 365 applications, particularly Excel, SharePoint, Teams, and Outlook.
• Excellent organisational and administrative skills.
• Experience maintaining databases, trackers, and document registers.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work to deadlines.

Responsibilities

• Maintain and manage all retrofit project documentation within the organisation’s document management systems.
• Ensure documents are correctly logged, categorised, version controlled, and distributed.
• Establish and maintain project filing structures in line with company standards.
• Monitor document workflows to ensure timely review, approval, and issue of project information.
• Archive and retrieve project records as required.
• Maintain accurate audit trails for all project documentation.
• Support Retrofit Coordinators and Project Managers in the preparation and submission of project documentation.
• Track key deliverables including assessments, improvement plans, risk assessments, design documents, monitoring reports, and completion certificates.
• Produce and maintain document registers and project trackers.
• Coordinate document submissions between internal teams, consultants, contractors, and funding bodies.
• Support mobilisation and handover activities for retrofit projects.
• Assist in stakeholder meetings to ensure project compliance.
• Generate regular reports on document status, outstanding actions, approvals, and project compliance.
• Maintain project dashboards and trackers to monitor workflow progress.
• Identify documentation risks and elevate issues where required.
• Assist in developing and improving document control procedures and systems.
• Provide administrative support relating to project documentation and records management.
• Act as the primary point of contact for document control enquiries.
• Liaise with internal departments, contractors, consultants, and external stakeholders regarding document submissions and status updates.
• Promote best practice document management across retrofit teams.

Skills

Document control

Project administration

Information management

Microsoft Office 365

Data management

Communication

Multitasking

Education

GCSEs English and Maths

Administrative qualification

Tools

Pashub

SharePoint

Excel

Teams

Outlook

Job description

United Infrastructure is a dynamic and rapidly expanding business, focused on delivering critical infrastructure projects, across the utility and social infrastructure sectors. Our team of highly skilled and hardworking specialists deliver innovative solutions to the complex challenges our clients face. Our company is split into two business areas: Utility Infrastructure – Our team of Utility Infrastructure specialists design, build and maintain critical water, energy (gas), power and telecoms infrastructure, for the UK’s largest network owners and operators. Social Infrastructure - Our team of Social Infrastructure specialists revitalise homes and communities by carrying out a wide range of work, from retrofit to refurbishment, and maintenance.

Equal Opportunities Statement - At United Infrastructure, we are committed to making every interaction a positive and inclusive experience. If there is anything we can do to support you, remove barriers, or make the process more accessible, please let us know — we want this to be the best possible experience for you.

Key Responsibilities

Document Management

• Maintain and manage all retrofit project documentation within the organisation’s document management systems.
• Ensure documents are correctly logged, categorised, version controlled, and distributed.
• Establish and maintain project filing structures in line with company standards.
• Monitor document workflows to ensure timely review, approval, and issue of project information.
• Archive and retrieve project records as required.
• Maintain accurate audit trails for all project documentation.

Compliance and Quality Assurance

• Ensure document control processes comply with PAS 2035 requirements and relevant funding programme requirements.
• Support project teams in maintaining accurate records for quality assurance and compliance audits.
• Verify that mandatory retrofit documentation is complete, current, and appropriately authorised.
• Assist with internal and external audits by providing documentation and evidence packs.
• Monitor document retention periods and ensure compliance with GDPR and organisational policies.

Project Support

• Support Retrofit Coordinators and Project Managers in the preparation and submission of project documentation.
• Track key deliverables including assessments, improvement plans, risk assessments, design documents, monitoring reports, and completion certificates.
• Produce and maintain document registers and project trackers.
• Coordinate document submissions between internal teams, consultants, contractors, and funding bodies.
• Support mobilisation and handover activities for retrofit projects.
• Assist in stakeholder meetings to ensure project compliance.

Reporting and Administration

• Generate regular reports on document status, outstanding actions, approvals, and project compliance.
• Maintain project dashboards and trackers to monitor workflow progress.
• Identify documentation risks and elevate issues where required.
• Assist in developing and improving document control procedures and systems.
• Provide administrative support relating to project documentation and records management.

Stakeholder Communication

• Act as the primary point of contact for document control enquiries.
• Liaise with internal departments, contractors, consultants, and external stakeholders regarding document submissions and status updates.
• Promote best practice document management across retrofit teams.

Knowledge and Experience Essential

• Experience working in a document control, project administration, or information management role.
• Proficient in the implementation of Pashub for compliance and Document control.
• Experience managing large volumes of project documentation.
• Strong understanding of document control principles, including version control and audit trails.
• Proficiency in Microsoft Office 365 applications, particularly Excel, SharePoint, Teams, and Outlook.
• Excellent organisational and administrative skills.
• Experience maintaining databases, trackers, and document registers.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work to deadlines.

Desirable

• Experience working within retrofit, construction, housing, property, or asset management environments.
• Knowledge of PAS 2035 and domestic retrofit programmes.
• Experience with Common Data Environments (CDEs) and document management systems.
• Understanding of social housing decarbonisation and energy efficiency programmes.
• Knowledge of GDPR and records management requirements.

Skills and Competencies

• Excellent written and verbal communication skills.
• Strong data management and record‑keeping abilities.
• Ability to work independently and as part of a multidisciplinary team.
• Problem‑solving and process improvement mindset.
• Strong planning and organisational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer‑focused approach with strong stakeholder management skills.

Qualifications Essential

• GCSEs (or equivalent) including English and Mathematics.
• Relevant administrative, business, or information management qualification, or equivalent experience.

Desirable

• Qualification in document control, business administration, project support, or information management.
• Working towards a DEA or Retrofit Assessor level 3 Qualification.

Join us at United Infrastructure and be part of our mission to deliver innovative and sustainable solutions to the complex infrastructure needs of the UK. Here at United Infrastructure, we invest in our people and firmly believe that our workforce is our most valuable asset. A driving force for success and the core to achieving our vision of creating a connected and sustainable future, our team is the heart of our organisation. Are you looking to be part of an exciting journey within an evolving business? Want to learn something new, every single day? Then you’ve come to the right place. A fast-paced, diverse, and hugely ambitious business, we welcome challengers, innovators and people who embrace change. Establish yourself in a creative environment that champions freedom of expression, and supports you in your personal and professional development – because together, we achieve more.