Business Support Administrator

**NO AGENCIES PLEASE**

COMPANY OVERVIEW:

Calstan offers an extensive range of plumbing, heating, and gas services for homes and businesses. Our mission is to provide reliable maintenance solutions while upholding the highest standards of service.

ROLE SUMMARY:

Reporting to the Operations Manager, the role provides comprehensive administrative and project support to the Project Director and engineering team, ensuring smooth coordination across all operational activities. Responsibilities include managing correspondence, diaries, and project documentation; scheduling engineers for PPM, planned and reactive works; liaising with clients, suppliers, and subcontractors; and maintaining accurate records across quotations, procurement, and compliance. The position also oversees training administration, health and safety documentation, and preparation of project files and handover materials. This role is key to maintaining efficient project delivery, commercial accuracy, and organisational compliance.

KEY DUTIES AND RESPONSIBILITIES:

• Managing correspondence via emails, mail, and telephone
• Project Director/ PM administrative support
• Diary management for Project Director
• Diary management for engineering team
• Preparation of project site files
• Ensure engineers and subcontractors have commercial and H&S documentation for completion
• Respond and schedule engineers to reactive call outs
• Attendance emails to Octavius CST
• Submit client paperwork via email or client portal.
• Receive engineers & subcontractors day work sheets, photographs, risk assessments and any other relevant information for every job and file to relevant company file
• Update Quotation Tracker status once quotes submitted, won, lost, expired
• Dealing and corresponding with clients and suppliers
• Obtain quotes from suppliers
• Preparation of quotes/estimates
• Organise hire and off hiring of plant and machinery and update tracker.
• Manage/Schedule PPM programming
• Raise and receive purchase orders and file as necessary
• Procuring materials
• Preparation of O&Ms
• Manage training matrix for company and subcontractors
• Maintain and book training for engineers

OTHER:

• To represent the Company professionally at all times.
• To have read, understood and comply with Company policies and procedures at all times.
• To carry out any other reasonable tasks in accordance with operational needs, within skill set/experience as reasonably requested.
• To undertake training and development as deemed necessary.

PERSON SPECIFICATION:

• An enthusiastic approach to learning to develop skills and knowledge.
• Work flexibly to suit business requirements.
• Commitment to provide a high level of customer service.
• Ability to work effectively under pressure and maintain an eye for quality and detail.
• A proactive and highly motivated approach to work.
• Excellent organisational and planning skills with the ability to manage own time and deadlines.
• Excellent attention to detail and persistence to achieve high standards throughout.
• Ability to communicate confidently and articulately via verbal and written communication.
• Ability to be positive about change, adapt and undertake different tasks.
• A professional and respectful manner with a smart and presentable appearance at all times.
• Ability to undertake relevant training as required.
• Ability to follow Company policies and procedures.

ROLE PACKAGE:

• Pension Scheme
• 23 days Holiday (plus Bank Holidays)
• Death In Service

Job Types: Full-time, Permanent

Pay: From £32,000.00 per year

Benefits:

• Company pension
• Life insurance
• On-site parking

Ability to commute/relocate:

• Arundel BN18 0UZ: reliably commute or plan to relocate before starting work (required)

Experience:

• Similar: 2 years (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person