Project Assistant / Administrative Support Specialist

Experienced Project Assistant Role Overview We are seeking an experienced, proactive Project Assistant / Administrative Support Specialist to join our team on a full-time basis. In this role, you will provide direct, comprehensive administrative and secretarial support to two Senior Project Managers, while offering ad-hoc support to the wider office. This position sits within an Employee Ownership Trust (EOT), meaning you will work closely with our collaborative technical and support teams in a company where every employee has a stake in our shared success. Key Responsibilities Communication & Inbox Management • Manage inboxes proactively, responding to basic enquiries independently. • Flag urgent emails to the technical team for rapid response. • Build strong relationships with clients, contractors, and external stakeholders. • Share general office duties, including opening and distributing postal mail. Document Production & Control • Audio-type, format, and issue accurate minutes and technical reports. • Prepare contract certificates and ensure issuance within strict contractual deadlines. • Draft contract documents and compile formal tender packages for project teams. Project Administration & Systems • Set up and update projects on Fieldview (our bespoke electronic project data system). • Format and issue weekly site reports and other documentation via Fieldview. • Maintain electronic project files to ensure strict organization and compliance. • Update project details and contact information on the practice intranet. Handover & Defects Coordination • Update accommodation schedules on an ongoing basis. • Chase and compile handover documentation from relevant parties. • Prepare final handover forms for project closeouts. • Log and monitor defects and arrange annual defects site inspections. Meeting & Diary Logistics • Coordinate regular meetings between clients, contractors, and project teams. • Manage manager diaries where specific administrative support is requested. Working Hours & Location • Hours: Full-time, 37.5 hours per week (5 days per week). • Flexibility: Flexible daily working hours (start no earlier than 08:00; finish no earlier than 16:00). • Location: Located just a 2-minute walk from the mainline train station, with free on-site parking available on a first-come, first-served basis. What We Offer • Salary: Competitive salary based on experience. • Company Structure: Employee Ownership Trust. • Pension: Company contributory pension (3% employer contribution). • Holiday Allowance: 25 days free choice holiday, plus bank and public holidays. • Bonus Time Off: Birthday bonus day off. • Volunteering: 2 paid volunteering days per year. • Festive Break: Potential company shutdown at Christmas (subject to director decision). • Culture: Quarterly company team days for bonding and alignment. • Commuter Benefits: EV salary sacrifice car scheme and Ride 2 Work cycle scheme.