Project Assistant / Administrative Support Specialist

Experienced Project Assistant

Role Overview

We are seeking an experienced, proactive Project Assistant / Administrative Support Specialist to join our team on a full-time basis. In this role, you will provide direct, comprehensive administrative and secretarial support to two Senior Project Managers, while offering ad-hoc support to the wider office.

This position sits within an Employee Ownership Trust (EOT), meaning you will work closely with our collaborative technical and support teams in a company where every employee has a stake in our shared success.

Key Responsibilities

Communication & Inbox Management

• Manage inboxes proactively, responding to basic enquiries independently.
• Flag urgent emails to the technical team for rapid response.
• Build strong relationships with clients, contractors, and external stakeholders.
• Share general office duties, including opening and distributing postal mail.

Document Production & Control

• Audio-type, format, and issue accurate minutes and technical reports.
• Prepare contract certificates and ensure issuance within strict contractual deadlines.
• Draft contract documents and compile formal tender packages for project teams.

Project Administration & Systems

• Set up and update projects on Fieldview (our bespoke electronic project data system).
• Format and issue weekly site reports and other documentation via Fieldview.
• Maintain electronic project files to ensure strict organization and compliance.
• Update project details and contact information on the practice intranet.

Handover & Defects Coordination

• Update accommodation schedules on an ongoing basis.
• Chase and compile handover documentation from relevant parties.
• Prepare final handover forms for project closeouts.
• Log and monitor defects and arrange annual defects site inspections.

Meeting & Diary Logistics

• Coordinate regular meetings between clients, contractors, and project teams.
• Manage manager diaries where specific administrative support is requested.

Working Hours & Location

• Hours: Full-time, 37.5 hours per week (5 days per week).
• Flexibility: Flexible daily working hours (start no earlier than 08:00; finish no earlier than 16:00).
• Location: Located just a 2-minute walk from the mainline train station, with free on-site parking available on a first-come, first-served basis.

What We Offer

• Salary: Competitive salary based on experience.
• Company Structure: Employee Ownership Trust.
• Pension: Company contributory pension (3% employer contribution).
• Holiday Allowance: 25 days free choice holiday, plus bank and public holidays.
• Bonus Time Off: Birthday bonus day off.
• Volunteering: 2 paid volunteering days per year.
• Festive Break: Potential company shutdown at Christmas (subject to director decision).
• Culture: Quarterly company team days for bonding and alignment.
• Commuter Benefits: EV salary sacrifice car scheme and Ride 2 Work cycle scheme.