Site Admin/Document Control - Heathrow

Calco Services Limited; Portsmouth; On-site; GBP 38,000 - 45,000; Full time

Job summary

A leading UK demolition contractor is seeking an experienced Site Administrator for a major project at Heathrow Airport. This role involves managing administrative tasks, including site passes and documentation. Candidates should have prior experience in a similar role and familiarity with airport security protocols. Strong organisational skills and proficiency in Microsoft Office are required. This position offers a competitive salary and the opportunity to work on significant projects.

Qualifications

• Proven experience as a Site Administrator or Document Controller in construction.
• Previous experience working at Heathrow Airport (land-side).
• Understanding of document control procedures.

Responsibilities

• Manage site passes and permits for Heathrow.
• Ensure compliance with Heathrow’s access and security protocols.
• Perform document control activities and maintain documentation.

Skills

Organisational skills

Communication skills

Attention to detail

Multitasking

Tools

Microsoft Office Suite

Aconex

Asite

Job description

Overview

Job Title: Site Administrator – Heathrow (Land-Side)

Location: London Heathrow Airport
Salary range: £45k
Reporting to: Site Manager / Project Manager
Start Date: November 2025
Hours: 40 hrs per week, Monday–Friday

Introduction

Our client is a leading UK demolition and site-enabling contractor with a strong reputation for delivering complex projects safely, sustainably and to the highest standard. Operating nationally, they undertake major demolition, decommissioning, dismantling and remediation projects across aviation, industrial, commercial, residential, nuclear, and infrastructure sectors. With an annual turnover exceeding £30 million and over 130 employees, the business combines technical expertise, a strong health and safety record, and innovative engineering solutions to support regeneration and redevelopment schemes across the UK.

They are currently seeking an experienced Site Administrator to join their team on a major land-side project at Heathrow Airport.

Role Overview

The Site Administrator will provide essential administrative and document control support to the site team. This role includes managing site passes and permits for Heathrow, maintaining accurate documentation, and supporting day-to-day operations on a busy demolition/construction site. The ideal candidate will have previous Heathrow experience (land-side) and an understanding of airport security and access procedures.

Key Responsibilities

• Carry out all general site administration duties including document filing, correspondence, meeting minutes, record keeping and general office coordination.
• Manage and maintain Heathrow site passes, permits to work and security clearance processes for all site personnel, subcontractors and visitors.
• Ensure compliance with Heathrow’s access and security protocols at all times.
• Perform document control activities including receiving, logging, issuing and tracking drawings, method statements, permits, and site instructions.
• Use Aconex and Asite to manage documentation, track revisions and maintain up-to-date registers.
• Support the Site Manager and Health & Safety team with administrative tasks, including induction records, daily logs and H&S reporting.
• Assist with procurement administration such as purchase orders, delivery notes and invoice tracking (if required).
• Coordinate site communications and ensure project documents are archived and maintained correctly.
• Provide general administrative support to the wider project team as needed.

Candidate Requirements

Essential:

• Proven experience as a Site Administrator or Document Controller in a construction, demolition or engineering environment.
• Previous experience working at Heathrow Airport (land-side) and familiarity with airport access and permit systems.
• Strong organisational and multitasking skills with excellent attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Strong communication skills with the ability to work effectively with multiple stakeholders.
• Understanding of document control procedures and site administration processes.

Desirable:

• Experience using Aconex and/or Asite document management systems.
• Knowledge of demolition or decommissioning projects.
• Familiarity with construction health & safety documentation (RAMS, permits, inductions).
• Experience supporting multi-disciplinary teams on large-scale or high-security projects.

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