N G Bailey
Project Administrator
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Project Administrator
Rochester
Salary: £28k - £32k depending on experience
About the Role
We're looking for a Quoted Works Administrator to play a key role in the successful management and delivery of quoted works across Mechanical & Electrical (M&E), Plumbing, and Building Fabric services.
This is an exciting opportunity for a proactive administrator who enjoys coordinating multiple workstreams, managing stakeholder relationships, and ensuring projects progress smoothly from quotation to completion.
What You'll Be Doing
As the central point of coordination for quoted works, you'll be responsible for managing the complete lifecycle of works, including:
Quotation Management
- Preparing accurate and timely quotations for maintenance and small works projects.
- Obtaining pricing from suppliers and subcontractors.
- Managing quotation registers and tracking progress.
- Following up outstanding quotations and approvals.
- Supporting management reviews of high-value or complex works.
Work Planning & Coordination
- Progressing approved quotations into live works.
- Raising purchase orders and arranging labour, materials, and subcontractors.
- Scheduling engineers and external contractors.
- Monitoring SLA performance and managing delays proactively.
- Maintaining accurate records within CAFM and work management systems.
Commercial & Financial Administration
- Supporting the financial administration of quoted works.
- Managing purchase order receipting and invoice queries.
- Tracking work-in-progress to ensure timely invoicing.
- Reviewing completion documentation.
- Assisting with monthly reporting and invoicing activities.
Reporting & Communication
- Producing quotation and pipeline performance reports.
- Managing the quoted works mailbox and responding to queries promptly.
- Building strong relationships with clients, suppliers, and operational teams.
- Providing updates during client and contract meetings.
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What We're Looking For
Essential Skills & Experience
- Experience in administration, coordination, scheduling, or commercial support roles.
- Excellent organisational skills with a keen eye for detail.
- Ability to prioritise and manage multiple tasks in a fast-paced environment.
- Strong written and verbal communication skills.
- Commercial awareness with confidence working with quotations and cost data.
- Proficient in Microsoft Office, particularly Excel and Word.
- Experience using CAFM, Facilities Management, or work management systems.
Desirable
- Facilities Management, Construction, Building Services, or Maintenance experience.
- Understanding of M&E, plumbing, and building fabric works.
- Knowledge of quotation, purchase order, and invoicing processes.
- Awareness of Health & Safety legislation and CDM regulations.
Why Join Us?
This is a fantastic opportunity to join a busy and supportive team where you'll have a direct impact on service delivery and client satisfaction. You'll work closely with operational and commercial teams, gaining valuable exposure across multiple disciplines within Facilities Management and Building Services.
If you're a motivated administrator who thrives in a fast-paced environment and enjoys seeing projects through from start to finish, we'd love to hear from you.
Benefits
We're always evolving our benefits to ensure we're attracting and retaining great people. Some of what you can expect includes:
- Pension with a leading provider and up to 8% employer contribution
- 25 days holiday plus bank holidays
- Personal Wellbeing and Volunteer Days
- Private Medical Insurance
- Salary sacrifice car scheme (Hybrid/Electric Vehicle)
- Free 24/7 365 Employee Assistance Program to support mental health and well-being (including counselling sessions and legal advice)
- Flexible benefits to suit from Dental Insurance, Gym Memberships, Give As You Earn, Travel Insurance, Tax Free Bikes.
- Personal development programme
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Next Steps
As a business, we’re on a journey to build on our culture where everyone is included, treated fairly and with respect. This starts with recruitment and how we bring people into the organisation.
We’ll do our best to outline the recruitment process to you ahead of time with plenty of notice. If you require any accommodations to participate in the application or interview process, please let us know and we will work with you to ensure your needs are met.
About Us
We are one of the leading independent engineering and services businesses in the UK. Founded in 1921, with a turnover of £500m and 3000 employees, we are proud of our history of developing great people through our investment in training.
Working across a variety of sectors within the building and infrastructure industry, our innovative, responsible and forward-thinking approach allows us to work on fantastic ground-breaking projects, providing solutions using the latest tools and technologies.
Progression is something we value, and we will make sure that when you join us you have a clearly defined development path, supported by regular reviews, training and ongoing support to enable you to be the best you can be.
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