Technical Administrator

Trevett Project Services; Eastleigh; On-site; GBP 35,000 - 40,000; Full time

Benefits offered by this job

28 days holiday

Company Christmas Shutdown

Pension Employee Discount Scheme

Job summary

Trevett Project Services in Eastleigh is recruiting for a Technical Administrator. The role supports busy project teams and office functions, ensuring accuracy across compliance, documentation and communications. A strong organiser with attention to detail will thrive in this fast-paced environment.

The position offers 37.5 hours per week, with a salary of £35k–£40k depending on experience. Benefits include holiday entitlement, Christmas shutdown and a pension scheme.

Qualifications

• Strong organizational skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple tasks and prioritize workload effectively.
• Strong written and verbal communication skills.
• Experience in a similar role, preferably within construction, engineering or utilities sector.
• Familiarity with permits, EWNs, and project documentation is desirable with full training possible.

Responsibilities

• Manage customer portals, compliance, accreditation and procurement documentation.
• Prepare and submit Section 50 licences and monitor permit requirements.
• Handle general enquiries and forward to relevant departments.
• Prepare and issue job packs with complete documentation for site teams.
• Maintain staff whereabouts and daily works scheduling updates.
• Coordinate materials pricing and supplier lead times for procurement.
• Assist in issuing Early Warning Notices and track responses.
• Collate as-built drawings and completion records for clients.
• Support invoicing with accurate documentation and records.
• Compile KPI reports and monitor productivity and performance.
• Track outstanding works, ensure timely updates and resolutions.
• Maintain internal systems and records for contractual compliance.
• Coordinate effective communication between office, site, and suppliers.
• Ensure compliance with ISO management systems and health & safety procedures.
• Provide general administrative support to operations.

Skills

Organizational skills

Microsoft Office

multitasking

Tools

Microsoft Word

Excel

Outlook

Job description

Technical Administrator - £35k - £40k doe - Eastleigh

This company is a medium sized business based in Eastleigh, Hampshire delivering electrical and civil engineering services to the Highways / Utilities and Commercial sectors including: Street Lighting, Excavation and Reinstatement Works, Electrical Contracting, Minor Construction Works, Vehicle Charging, Repairs & Maintenance

Overview

They are seeking a highly organized and proactive Administrator to join the busy team. This role is critical in supporting the smooth operation of their projects and office functions. The ideal candidate will be detail-oriented, efficient, and able to manage multiple tasks while maintaining a high level of accuracy.

Hours 37.5 Hour Week (08:30 to 16:30) (Flexible to suit the right Candidate)

Renumeration £35k - £40k

Benefits

• 28 Days Holiday inclusive of Statutory holidays
• Plus Company Christmas Shut Down
• Pension Employee Discount Scheme

Key Responsibilities

1. 1. Customer Portals, Compliance and Accreditation Management
   • Manage, update and maintain customer portals, Compliance, Accreditation and Procurement (CAP) portals.
   • Ensure company information, insurance certificates, accreditations, policies and supporting documentation are accurate and kept up to date.
   • Monitor expiry dates, renewal requirements and outstanding actions to ensure continued compliance.
   • Complete and submit compliance questionnaires, supplier assessments, prequalification documentation and procurement portal submissions.
   • Liaise with internal departments to obtain relevant information and supporting evidence.
   • Monitor portal notifications and respond to requests for information within required deadlines.
   • Assist in maintaining the company's accreditations and approved supplier status.
2. 2. Notice & Permit Applications (Section 50 and New Roads & Street Works)
   • Prepare, complete and submit Section 50 licence applications to the relevant highway authorities.
   • Collate supporting documentation, including drawings, traffic management information, insurance certificates and works details.
   • Liaise with local authorities, clients and operational teams regarding applications and approvals.
   • Monitor application progress, licence conditions, approval dates and associated deadlines.
   • Maintain accurate records of Section 50 applications and supporting documentation.
   • Ensure relevant licence conditions are communicated to operational teams before works commence.
   • Follow up on outstanding applications to minimise delays to planned works.
   • Prepare, submit and monitor permit applications for planned and ongoing works.
   • Manage the opening, extension and closure of permits, ensuring compliance with relevant highway authority requirements.
   • Monitor permit expiry dates and follow up on outstanding applications or approvals.
   • Liaise with local authorities, clients and operational teams regarding permit requirements, restrictions and amendments.
   • Maintain accurate permit records and assist in resolving associated queries.
3. 3. Enquiries and Email Management
   • Monitor and manage the company's enquiries inbox, ensuring correspondence is dealt with promptly and professionally.
   • Respond to general enquiries and distribute relevant information to the appropriate departments.
   • Follow up on outstanding queries and requests to ensure timely resolution.
   • Ensure important communications, instructions and requests are actioned within the required timescales.
4. 4. Job Packs and Works Documentation
   • Prepare, collate and issue job packs for operational teams, ensuring all necessary documentation is included.
   • Check that job information, drawings, permits, site instructions and supporting documents are accurate and up to date.
   • Liaise with supervisors and managers to ensure site teams have the information required to complete their work.
   • Maintain accurate records of issued and completed job packs.
5. 5. Staff Whereabouts and Works Scheduling
   • Maintain accurate and up-to-date staff whereabouts and daily works schedules.
   • Liaise with supervisors, managers and site teams to confirm work locations, allocations and progress.
   • Update schedules to reflect changes in operational requirements, staff availability and programme amendments.
   • Ensure management has accurate visibility of workforce deployment and ongoing activities.
6. 6. Materials and Supplier Coordination
   • Obtain material prices and quotations from suppliers to support project costing and procurement.
   • Liaise with suppliers regarding material availability, lead times and delivery arrangements.
   • Coordinate material requirements with operational teams to minimise delays to planned works.
   • Monitor outstanding material requests and follow up where necessary.
   • Assist in ensuring materials are sourced efficiently and cost-effectively.
7. 7. Early Warning Notices (EWNs)
   • Assist in preparing and issuing Early Warning Notices in accordance with contractual requirements.
   • Liaise with operational teams to obtain supporting information regarding potential delays, additional costs or changes to planned works.
   • Maintain an accurate register of EWNs issued, including submission dates, responses and outstanding actions.
   • Follow up on notices to ensure matters are progressed and communicated to relevant managers.
8. 8. As-Built Drawings and Completion Documentation
   • Collate and maintain as-built drawings and associated completion records received from site teams.
   • Check documentation for completeness and follow up on missing or outstanding information.
   • Ensure drawings and records are correctly filed, updated and submitted to clients where required.
   • Support the timely completion and close-out of works documentation.
9. 9. Works Completion and Invoicing Support
   • Assist in ensuring completed works are accurately recorded within the company's contract management systems.
   • Check that supporting documentation, completion records and relevant information are available for valuation and invoicing.
   • Liaise with operational teams to obtain outstanding information required for completed works.
   • Support the timely submission of completed works information to the relevant departments and clients.
10. 10. KPIs, Productivity and Performance Monitoring
    • Compile, maintain and update Key Performance Indicator (KPI) reports for management and client review.
    • Maintain productivity trackers to monitor completed works, outstanding activities and operational performance.
    • Identify missing information, discrepancies or delays and liaise with relevant teams to resolve them.
    • Assist management with preparing accurate operational reports and performance summaries.
11. 11. Outstanding Works and Action Tracking
    • Maintain accurate records of outstanding works, incomplete documentation, pending approvals and actions requiring follow-up.
    • Proactively liaise with supervisors, managers and relevant departments to obtain updates.
    • Monitor deadlines and escalates delays or unresolved matters to management where appropriate.
    • Assist in ensuring outstanding administrative actions are completed within agreed timescales.
12. 12. Management Systems and Record Keeping
    • Maintain accurate and up-to-date operational management files, spreadsheets and electronic records.
    • Ensure project documentation is correctly recorded, organised and accessible.
    • Update internal contract management systems to reflect progress, completed works and outstanding actions.
    • Assist in maintaining accurate records to support company procedures, client requirements and management reporting.
    • Ensure documentation is managed in accordance with company quality and compliance procedures.
13. 13. Communication and Team Coordination
    • Maintain effective communication between office staff, site operatives, supervisors, managers, clients and suppliers.
    • Ensure operational updates and important information are communicated accurately and promptly.
    • Proactively follow up on outstanding actions to prevent unnecessary delays.
    • Support effective coordination between departments and the smooth delivery of contracts and projects.
14. 14. Compliance and Continuous Improvement
    • Ensure administrative activities are undertaken in accordance with company policies, procedures and relevant contractual requirements.
    • Support compliance with the company's ISO management systems and applicable health and safety procedures.
    • Identify opportunities to improve administrative processes, record keeping and operational efficiency.
    • Maintain confidentiality and handle company, client and employee information appropriately.
15. 15. General Office and Operational Administration
    • Provide day-to-day administrative support to the operations department and wider management team.
    • Undertake general administrative duties including filing, scanning, data entry, document preparation and correspondence.
    • Assist with coordinating meetings, maintaining records and communicating information between departments.
    • Support operational teams in resolving administrative queries and obtaining necessary information.
    • Undertake additional reasonable duties as required to support the efficient running of the business.

Preferences & Requirements

• (These may be used to assess suitability of applicants) Strong organizational skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple tasks and prioritize workload effectively.
• Strong written and verbal communication skills.
• Experience in a similar role, preferably within the construction, engineering, or utilities sector, is an advantage.
• Familiarity with permits, EWNs, and project documentation is highly desirable, although full training can be given.

What We Offer

• A supportive and friendly working environment.
• Opportunities for professional growth within a small but ambitious company.
• Competitive salary based on experience.