Harmony Fire
Pre-Construction Admin (PCA)
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Department: Building Fabric - Pre-construction
Employment Type: Full Time
Location: Birmingham
Reporting To: Alex Goodall
Compensation: £26,000 - £30,000 / year
Description
Harmony is on a mission to be the best life safety partner to work with and for. Rated an ‘Outstanding Employer’ by Best Companies in 2025, we are only getting bigger and stronger — and we’re looking for A-players to help us get there.
We are passionate about making a difference and obsessed with quality. Our goal is to build a world where every resident can sleep safely at night, knowing their home is 100% safe.
We are now hiring a Pre-Construction Assistant to join our growing West Midlands pod, reporting to the Pre-Construction Director. This is a process control role, not a clerical one. You will own document control, stage readiness, evidence completeness and the operational rhythm of the pod — the engine room that keeps PCMs, estimators and surveyors focused on the work that wins and delivers projects.
A good Pre-Construction Assistant keeps the pod running smoothly. A great one makes everyone around them better at their job. This is more than just an admin role: it is about bringing the right energy, accountability and resilience to our mission of saving lives through fire and height safety.
Key Responsibilities
- Own document control across the pod’s projects — folder structure, naming conventions, version control and filing standards.
- Administer the PCI pack process: track completeness, chase missing evidence and flag gaps before they hold up handover into delivery.
- Manage pod scheduling, meeting coordination and action tracking — keeping the operational rhythm tight so PCMs and the PCD spend time on commercial decisions, not chasing logistics.
- Maintain accurate records in Salesforce, SimPRO and SharePoint, ensuring data is current, clean and consistent across all pod projects.
- Coordinate client communications — formatting weekly client reports to standard, supporting resident liaison processes and managing correspondence templates.
- Support the wider pod with onboarding admin for new starters, ensuring the universal Day 1 checklist is delivered without gaps.
- Track outstanding items across live projects, surfacing risks early so the PCD and PCMs can act before they become problems.
- Contribute to continuous improvement across pod processes — sharing what’s working, flagging what isn’t.
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Skills, Knowledge & Expertise
- An A-player mindset — high standards, extreme ownership and the drive to do things properly, the first time.
- Proven experience in a coordination, project administration or operations role, ideally within construction, fire safety, building services or a closely related sector.
- Extremely detail-oriented — the kind of person who spots the missing document, the broken folder structure and the unanswered email before anyone else does.
- Exceptionally organised, with the ability to manage multiple competing priorities and projects without dropping threads.
- A genuine can-do attitude — no job is too small, no problem is someone else’s to solve.
- Confident communicator, both written and verbal, comfortable being the point of contact for clients, residents, suppliers and the wider team.
- Highly proficient with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and able to pick up new systems quickly — Salesforce, SimPRO and similar.
- Process-minded — sees admin as control, not paperwork, and gets satisfaction from systems that run cleanly.
- Based within commutable distance of our West Midlands office.
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Job Benefits
This is a chance to be the engine room of one of Harmony’s pre-construction pods at one of the UK’s fastest-growing safety specialists — the person who keeps the operation tight and makes everyone around them better at their job. At Harmony, we ask a lot — and we give a lot back. The hours are real, the standards are high and the work is demanding, but for those who show up, deliver and go the extra mile, the rewards follow. A-players here enjoy a competitive salary, a Personal Development Plan with ongoing training and mentoring, unlimited holiday, a bonus scheme paying up to 50% of annual salary, enhanced maternity and paternity, lunch, snacks and refreshments on us every day (fresh fruit and Takeaway Friday included), a team social budget, an auto-enrolment pension, two major company events a year and our Reward and Recognition scheme — including European mini-breaks for those who go above and beyond. It is a collaborative, high-energy environment focused on doing things the right way — and none of it is a perk for showing up; it’s what we share with the people pulling the business forward.
Harmony is an equal opportunity employer.
We consider all applicants for employment regardless of age, disability, sexual orientation, gender identity, family or parental status, race, colour, nationality, ethnic or national origin, religion or belief. We want everyone who works with us to feel valued and to make a difference.
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