Administration Assistant

Our client is a construction consultancy Company. They provide various services for the Construction industry such as protecting the contractor’s interests on construction, engineering or technology projects. Also identifying, investigating and solving financial and contractual challenges.

They now seek an Administration Assistant to provide a first-class service to the business, managing the day to day running of the office and various administrative streams.

Job Specification

• General administration tasks, typing, filing, printing

• Book Company travel and accommodation
• Collate and record Managing Director monthly expenses and weekly timesheets, inputting onto in house system
• Collate and record Managing Director time sheet weekly inputting onto in house system, submit end of each week
• Ensure any invoices for purchases for offices are forwarded to Finance Associate as soon as practically possible
• Coordinate company property requiring courier service
• Complete New Supplier / New Client requests & questionnaires etc from Clients by email, post or portal
• Create new project folders on dropbox/onedrive, import file structure and upload all documents
• Issue sub consultant agreements and update agreements checklist routinely
• Update Curriculum Vitae’s as required
• Coordinate Company team meetings and social events e.g. hosted industry events
• Monitor the Asset Register & coordinate with Finance Associate
• Update and monitor the Software Licenses
• Annually collect & record copies of Sub Consultant PI Insurance certificates

• Update Availability Planner in Dropbox
• Update Enquiry & Commission database liaising with Directors for information & extracting from emails
• Update CRM system
• Update in house system
• Monitor stationary stock and order where relevant
• Coordinate and keep record of Networking events
• Create / develop a weekly dashboard for marketing and sales for presentation on a weekly conference call
• Take minutes at monthly/board meetings, collate actions, distribute and chase resolution of actions
• Prepare / develop a board report for quarterly meetings, including performance, targets, achievements, etc
• Develop marketing releases for linkedin, event updates, publications and announcements
• Contact with professional bodies for events, publications and contacts, discuss potential sponsorship opportunities
• Review and edit claims / expert reports in word format, to a legal template standard
• Proof read and cross reference detailed documents with appendixes and exhibits
• Bind or combine documents for formal submission, such as adjudication / arbitration
• Collate formal submission folders for hard copy submissions
• Calculate consultants utilisation and compare against target, maintain monthly totals
• Compile average hourly fee amounts across consultants and projects, calculate averages per quarter
• Track revenue per consultant and Director
• Monitor project spend on fixed price project, weekly comparison with budget and milestone progress with deliverables

Qualifications / Experience

Suitable applicants will have a strong administrative background, ideally within the construction industry. Experience of handling legal documentation would be advantageous. A keen eye for detail and ability to prioritise own workload is essential. This is an exciting time to join a growing business with opportunity for career progression.

For more information regarding this position, please contact Sarah Attwell on 01204 541930 or at

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