This is a varied and hands-on role supporting the Directors and wider business with the day-to-day running of the company. You will act as a key point of contact across the business, helping to keep projects, administration, meetings, paperwork and deadlines organised and running smoothly.
The ideal candidate will be commercially aware, exceptionally organised and confident dealing with clients, contractors, suppliers and professional advisers. Experience within construction, property, building or a similar industry is essential
Key Responsibilities
Executive & PA Support
Provide day-to-day administrative and organisational support to the Directors
Manage diaries, appointments, meetings and travel arrangements.
Prepare agendas, meeting notes and follow-up actions.
Manage emails, correspondence and incoming enquiries, ensuring important matters are prioritised.
Maintain a clear schedule of key deadlines, appointments and commitments.
Assist with personal and business tasks where required.
Handle confidential and commercially sensitive information with discretion.
Business Administration
Support the smooth day-to-day administration of the business.
Prepare letters, documents, reports, spreadsheets and presentations.
Maintain accurate digital and physical filing systems.
Keep company records, databases and contact lists up to date.
Assist with invoicing, purchase orders, expenses and general financial administration.
Liaise with the company's accountant, bookkeeper, insurers and other professional advisers as required.
Assist with monitoring outstanding invoices and payments.
Help improve and maintain efficient administrative processes and systems.
Construction & Project Support
Provide administrative support across live construction projects.
Maintain project files, documentation, schedules and records.
Assist with the preparation and distribution of project information.
Coordinate information between the office, site teams, subcontractors, suppliers and clients.
Help track project deadlines, key actions and deliverables.
Assist with tender and quotation administration.
Obtain and organise quotations from suppliers and subcontractors.
Assist with purchase orders and supplier communications.
Maintain records relating to contracts, insurance, compliance and project documentation.
Support the preparation of handover and completion documentation.
Communication & Relationship Management
Act as a professional first point of contact for clients, suppliers, subcontractors and other stakeholders.
Build positive working relationships with clients and key business contacts.
Deal with enquiries promptly and professionally.
Coordinate meetings and communications between internal and external parties.
Ensure actions and requests are followed up in a timely manner.
General Office & Business Support
Assist with office management and general company organisation.
Coordinate stationery, equipment, supplies and other office requirements.
Arrange meetings, events and company functions where required.
Assist with onboarding new employees, subcontractors and suppliers.
Support company policies, procedures and compliance requirements.
Identify opportunities to improve efficiency and take ownership of implementing improvements.
Provide additional support to the Directors and wider team as required.
About You
We are looking for someone who is:
Highly organised with excellent attention to detail.
Proactive, reliable and able to use their own initiative.
Confident managing multiple priorities and deadlines.
Professional and personable, with excellent communication skills.
Comfortable dealing with people at all levels, from Directors and clients to site operatives and subcontractors.
Discreet and trustworthy when handling confidential information.
Confident using Microsoft Office, particularly Outlook, Word and Excel.
Comfortable working in a fast-paced and changing environment.
Practical and solutions-focused rather than waiting to be told what to do.
Able to work independently while also being an effective member of a small team.
Commercially aware and interested in understanding how a business operates.
Desirable Experience
The following would be advantageous:
* Previous experience as a PA, Executive Assistant, Business Administrator, Office Manager or Business Support professional.
* Experience within construction, property, engineering, facilities or a related industry.
* Familiarity with construction terminology and project documentation.
* Experience dealing with subcontractors, suppliers and clients.
* Experience with accounting, CRM, project management or document management software.
* Knowledge of construction compliance, health & safety or contractor documentation
Salary description
£30000.00 - £40000.00 per year