Administrator/project Coordinator

We currently have an opening for an experienced and motivated **Administrator/Project Coordinator** in a permanent office-based role. This person will be responsible for leading on all administration in relation to each construction project as well running the general office administration, and other related tasks. The individual should work fast and efficiently within the team and be highly proficient at learning/using online databases/systems. This role is imperative to the smooth and effective running of day-to-day tasks within a small team in a fast-paced office. As such, this role is likely to develop over time, providing opportunity for progression.

The individual will work closely with the rest of the office-based team and our Operations Director. The role will involve contact with our clients (property developers and domestic customers), local borough councils, as well as our on-site sub-contractors.

All associated project tasks namely (but not limited to) the responsibilities below:

- Jobs

Quote acceptedOnce a new job/Quote accepted, leading on all the related administration to set it up e.g. creating electronic filing and saving relevant documents provided by client (e.g. drawings, Thames Water consent, etc.)

Responsible arranging traffic management requirements e.g. parking bay suspensions, road closures, and hire of all TM equipment
Assisting with the process of Thames Water inspections/sign off

In progress/construction
Procurement:Taking daily orders for materials (e.g. concrete ) and waste disposal required for each job, from sub-contractors, selecting the most cost effective supplier, booking in promptly, and logging these
Hiring and off-hiring plant/equipment, arranging collection, and logging
Managing and arranging transport of excavators between projects
Arranging payment of parking for the sub-contractors or colleagues out on site/attending meetings
Assisting with obtaining quotes for construction materials/consumables (pipes, manhole rings, timber, etc.), ordering and raising Purchase Orders

CompletedAll associated council related administration
Collecting testimonials upon job completion/sign off and posting on social media and NG Tunnelling website

**General office administration**
- Answering phones in a prompt, friendly but professional manner, and action effectively
- Updating all information on simPRO/spreadsheets used in the office
- Opening and distributing the post
- Updating and printing the phone number list
- Keeping a very close eye on the online messaging system used by the organisation (currently WhatsApp) and responding fast and with clarity
- Printing/filing/saving any documents, obtaining signatures. Any photocopying, scanning, archiving
- Ensuring stationary supplies/consumables kept stocked up and doing the ordering
- Assist with any other administration, as required

**Process improvement**
- Heavy involvement in/contribution to continuous process improvement such as the creation of any templates, databases, documents, or processes required. This especially applies to the development of our new online database (simPRO)

**Assisting the Operations and/or Managing Director**
- Occasionally helping with personal administration tasks

Person specification
- Has a confident but friendly professional manner
- A team player who is receptive and helpful to the needs of colleagues around them
- Highly organised, methodical and efficient approach to duties
- Able to hit the ground running with mínimal assistance and training
- Energetic and independent self-starter who is pro-active and self-motivated, working as part of a busy small team. Also needs to be quick-thinking, flexible, adaptable, receptive and adaptable to changing priorities
- Can work fast under pressure, independently with little instruction and using own initiative
- Keen to identify and develop efficiencies and improvements in current processes, as well as harnesses the power of technology (as the company develops new processes and learns new software)
- Forward and quick-thinking individual to contribute to the growth of the business. Keen to identify and develop efficiencies and improvements in current processes
- Takes ownership of tasks and responsibilities, feeding back to Manager/Senior Team on progress
- Consistently acts in the interest of the company
- Demonstrates trustworthiness and carries out their work with awareness of maintaining confidentiality
- Perseverance and patience in dealing with large organisations (e.g. Borough Councils)

Experience
- Essential -Coordinator / high level administration

Dealing with local authorities
- Desirable -Project coordination/administration preferably within the construction industry

Skills / Qualifications
- Excellent computer skillsProficient with Microsoft Excel, Word

Adept at self-learning bespoke online systems/databases/software
- Excellent at working at speed
- Excellent time management, prioritisation, and multi-tasking skills
- Excellent o