This company is a medium sized business based in Eastleigh, Hampshire delivering electrical and civil engineering services to the Highways / Utilities and Commercial sectors including: Street Lighting,Excavation and Reinstatement Works, Electrical Contracting, Minor Construction Works, Vehicle Charging, Repairs & Maintenance
Overview
They are seeking a highly organized and proactive Administrator to join the busy team. This role is critical in supporting the smooth operation of their projects and office functions. The ideal candidate will be detail-oriented, efficient, and able to manage multiple tasks while maintaining a high level of accuracy.
Hours 37.5 Hour Week (08:30 to 16:30) (Flexible to suit the right Candidate)
Renumeration £35k - £40k
Benefits 28 Days Holiday inclusive of Statutory holidays
Plus Company Christmas Shut Down
Pension Employee Discount Scheme
Key Responsibilities
1. Customer Portals, Compliance and Accreditation Management
Manage, update and maintain customer portals, Compliance, Accreditation and Procurement (CAP) portals.
Ensure company information, insurance certificates, accreditations, policies and supporting documentation are accurate and kept up to date.
Monitor expiry dates, renewal requirements and outstanding actions to ensure continued compliance.
Complete and submit compliance questionnaires, supplier assessments, prequalification documentation and procurement portal submissions.
Liaise with internal departments to obtain relevant information and supporting evidence.
Monitor portal notifications and respond to requests for information within required deadlines.
Assist in maintaining the company's accreditations and approved supplier status.
2. Notice & Permit Applications (Section 50 and New Roads & Street Works)
Prepare, complete and submit Section 50 licence applications to the relevant highway authorities.
Collate supporting documentation, including drawings, traffic management information, insurance certificates and works details.
Liaise with local authorities, clients and operational teams regarding applications and approvals.
Monitor application progress, licence conditions, approval dates and associated deadlines.
Maintain accurate records of Section 50 applications and supporting documentation.
Ensure relevant licence conditions are communicated to operational teams before works commence.
Follow up on outstanding applications to minimise delays to planned works.
Prepare, submit and monitor permit applications for planned and ongoing works.
Manage the opening, extension and closure of permits, ensuring compliance with relevant highway authority requirements.
Monitor permit expiry dates and follow up on outstanding applications or approvals.
Liaise with local authorities, clients and operational teams regarding permit requirements, restrictions and amendments.
Maintain accurate permit records and assist in resolving associated queries.
3. Enquiries and Email Management
Monitor and manage the company's enquiries inbox, ensuring correspondence is dealt with promptly and professionally.
Respond to general enquiries and distribute relevant information to the appropriate departments.
Follow up on outstanding queries and requests to ensure timely resolution.
Ensure important communications, instructions and requests are actioned within the required timescales.
4. Job Packs and Works Documentation
Prepare, collate and issue job packs for operational teams, ensuring all necessary documentation is included.
Check that job information, drawings, permits, site instructions and supporting documents are accurate and up to date.
Liaise with supervisors and managers to ensure site teams have the information required to complete their work.
Maintain accurate records of issued and completed job packs.
5. Staff Whereabouts and Works Scheduling
Maintain accurate and up-to-date staff whereabouts and daily works schedules.
Liaise with supervisors, managers and site teams to confirm work locations, allocations and progress.
Update schedules to reflect changes in operational requirements, staff availability and programme amendments.
Ensure management has accurate visibility of workforce deployment and ongoing activities.
6. Materials and Supplier Coordination
Obtain material prices and quotations from suppliers to support project costing and procurement.
Liaise with suppliers regarding material availability, lead times and delivery arrangements.
Coordinate material requirements with operational teams to minimise delays to planned works.
Monitor outstanding material requests and follow up where necessary.
Assist in ensuring materials are sourced efficiently and cost-effectively.
7, Early Warning Notices (EWNs)
Assist in preparing and issuing Early Warning Notices in accordance with contractual requirements.
Liaise with operational teams to obtain supporting information regarding potential delays, additional costs or changes to planned works.
Maintain an accurate register of EWNs issued, including submission dates, responses and outstanding actions.
Follow up on notices to ensure matters are progressed and communicated to relevant managers.
8. As-Built Drawings and Completion Documentation
Collate and maintain as-built drawings and associated completion records received from site teams.
Check documentation for completeness and follow up on missing or outstanding information.
Ensure drawings and records are correctly filed, updated and submitted to clients where required.
Support the timely completion and close-out of works documentation.
9. Works Completion and Invoicing Support
Assist in ensuring completed works are accurately recorded within the company's contract management systems.
Check that supporting documentation, completion records and relevant information are available for valuation and invoicing.
Liaise with operational teams to obtain outstanding information required for completed works.
Support the timely submission of completed works information to the relevant departments and clients.
10. KPIs, Productivity and Performance Monitoring
Compile, maintain and update Key Performance Indicator (KPI) reports for management and client review.
Maintain productivity trackers to monitor completed works, outstanding activities and operational performance.
Identify missing information, discrepancies or delays and liaise with relevant teams to resolve them.
Assist management with preparing accurate operational reports and performance summaries.
11. Outstanding Works and Action Tracking
Maintain accurate records of outstanding works, incomplete documentation, pending approvals and actions requiring follow-up.
Proactively liaise with supervisors, managers and relevant departments to obtain updates.
Monitor deadlines and escalate delays or unresolved matters to management where appropriate.
Assist in ensuring outstanding administrative actions are completed within agreed timescales.
12. Management Systems and Record Keeping
Maintain accurate and up-to-date operational management files, spreadsheets and electronic records.
Ensure project documentation is correctly recorded, organised and accessible.
Update internal contract management systems to reflect progress, completed works and outstanding actions.
Assist in maintaining accurate records to support company procedures, client requirements and management reporting.
Ensure documentation is managed in accordance with company quality and compliance procedures.
13. Communication and Team Coordination
Maintain effective communication between office staff, site operatives, supervisors, managers, clients and suppliers.
Ensure operational updates and important information are communicated accurately and promptly.
Proactively follow up on outstanding actions to prevent unnecessary delays.
Support effective coordination between departments and the smooth delivery of contracts and projects.
14. Compliance and Continuous Improvement
Ensure administrative activities are undertaken in accordance with company policies, procedures and relevant contractual requirements.
Support compliance with the company's ISO management systems and applicable health and safety procedures.
Identify opportunities to improve administrative processes, record keeping and operational efficiency.
Maintain confidentiality and handle company, client and employee information appropriately.
15. General Office and Operational Administration
Provide day-to-day administrative support to the operations department and wider management team.
Undertake general administrative duties including filing, scanning, data entry, document preparation and correspondence.
Assist with coordinating meetings, maintaining records and communicating information between departments.
Support operational teams in resolving administrative queries and obtaining necessary information.
Undertake additional reasonable duties as required to support the efficient running of the business.
Preferences & Requirements
(These may be used to assess suitability of applicants) Strong organizational skills with excellent attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
* Ability to manage multiple tasks and prioritize workload effectively.
* Strong written and verbal communication skills.
* Experience in a similar role, preferably within the construction, engineering, or utilities sector, is an advantage.
* Familiarity with permits, EWNs, and project documentation is highly desirable, although full training can be given.
What We Offer
* A supportive and friendly working environment.
* Opportunities for professional growth within a small but ambitious company.
* Competitive salary based on experience.
If you’re a motivated individual who thrives in a busy office environment, we’d love to hear from you
Salary description
£35000.00 - £40000.00 per year