A leading and well-established office design and build contractor, with over 20 years’ experience delivering high-quality workplace environments across London, is seeking an experienced Administration Assistant to support the Project Manager and contribute to the successful delivery of projects. The company has built a strong reputation for delivering tailored, end-to-end solutions, combining design, project management, and construction expertise.

The Role

This role provides key administrative and logistical support, ensuring the commercial and operational aspects of projects run smoothly from start to finish.

Key Responsibilities:

Procurement and Orders

• Liaising with subcontractors to obtain and review quotations
• Placing and managing orders for materials, suppliers, and subcontract labour
• Tracking deliveries to ensure materials arrive on site in line with project schedules

Commercial Monitoring

• Recording and monitoring contract variations accurately
• Supporting payment schedules and assisting with invoice queries
• Monitoring order status to ensure alignment with project budgets

Documentation (O&Ms)

• Preparing comprehensive Operation and Maintenance (O&M) manuals
• Collating warranties, certificates, and compliance documentation for client handover

General Administration and Project Support

• Coordinating site set-ups, ensuring all documentation and logistics are in place
• Updating project timelines and tracking progress using Microsoft Project
• Maintaining organised project files and providing ongoing administrative support

Requirements:

• Minimum of three years’ experience in a similar administrative role within the construction or fit-out sector
• Strong proficiency in Microsoft Project, alongside solid MS Office skills
• Excellent written and verbal communication skills, with the ability to liaise effectively with suppliers, subcontractors, and internal teams
• Highly organised with strong attention to detail and the ability to manage multiple schedules simultaneously