Project Administrator

OCC UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award‑winning services within facilities management, hard services, cleaning, security and catering. Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values – Trust, Respect, Unity, and Empowerment. About the Role Key information: Project Administrator at OCS. Working Days: Monday - Friday 08:00 - 16:30. We are seeking a proactive, detail‑oriented and highly organised Project Administrator to support the coordination and delivery of multi‑disciplined projects across Scottish Police Authority (SPA) Estate. This role is central to ensuring efficient, compliant, and high‑quality project delivery through robust administration, supplier coordination, and project documentation. Key Responsibilities Provide a friendly and efficient service handling direct enquiries from clients, line management, and supply chain. Deliver comprehensive administrative support to the Projects Team, including document management and coordination tasks. Log and raise data jobs accurately and maintain project files and trackers with regular updates. Support project team with estimates, enquiries, tender responses, and progress reporting. Upload and manage project documentation within designated systems (e.g., SharePoint). Raise purchase orders, support chasing supplier invoices, and ensure timely processing and compliance with agreed timescales. Accurately update CAFM systems (e.g., Concept), including LOC codes and cost code checks/amendments. Assist with control of approved business documents including CPPs, H&S documents, and variation processes. Support pre‑construction activity plans, safety plans, and O&M file completion. Liaise with asset management to update asset registers with new and removed technical assets. Establish and maintain contract performance management procedures, including targets and reporting mechanisms. Manage shared mailboxes to ensure timely responses and coordination across project communications. Attend client and sub‑conc­tractor meetings, ensuring accurate meeting notes are recorded and promptly shared with relevant stakeholders. Perform any other duties commensurate with the role. About You Proven experience in project administration, coordination, or contract management (ideally within construction, infrastructure, utilities, or engineering). Excellent IT skills, particularly in MS Office (Excel, Word), SharePoint, and Teams. Experience with CAFM systems such as Concept or Maximo/Dynamics. Strong numerical and analytical skills with excellent attention to detail. Ability to work on own initiative and prioritise workload effectively in a fast‑paced environment. Familiarity with BOQ, CDM, and construction workflows desirable. Knowledge of NEC4 TSC framework beneficial but not essential. National Police Personnel Vetting (NPPV) Level 1 security clearance required. Minimum Requirements The prospective candidate must obtain Non‑Police Personnel Vetting Standards (NPPV) Level 1 in order to be considered for this role. How to Apply If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available. We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability or age. Seniority Level Entry level Employment Type Full‑time Job Function Project Management and Information Technology Industries Facilities Services #J-18808-Ljbffr