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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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