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

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

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

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

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

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

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• Hours: Full-time, 37.5 hours per week (5 days per week).
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• Flexibility: Flexible daily working hours (start no earlier than 08:00; finish no earlier than 16:00).
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• 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.
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What We Offer

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