About The Role
Role: Submissions Administrator
Contract: PermanentLocation: Hillsborough, Northern Ireland
Job Summary
As the GRAHAM business continues to grow, we are seeking to appoint a highly organised and proactive Submissions Administrator to support our busy and fast‑paced Submissions Team.
This role plays a vital part in the work‑winning function, supporting the preparation and coordination of Pre‑Qualification Questionnaires (PQQs) and other compliance‑led submissions for a wide range of construction projects across the UK and Ireland.
Reporting to the Submissions Co‑ordinator, the successful candidate will provide comprehensive administrative support, ensuring the consistent delivery of high‑quality, accurate submission documents. You will work closely with other departments to gather information, maintain data systems, manage deadlines.
This role requires someone who is detail‑focused, efficient, and confident managing multiple tasks simultaneously. You will thrive in a deadline‑driven environment, contribute to process improvements, and provide reliable support to ensure the team meets critical submission timelines.
Key Responsibilities
PQQ & Submission Support
Assist in the preparation, formatting, and compilation of PQQ submissions for a range of Civil Engineering and Building projects across the UK and Ireland.
Support Submissions Managers by collating required documentation, verifying accuracy, and ensuring all content adheres to client instructions.
Help coordinate inputs from wider internal teams (e.g., Health & Safety, Quality, HR, Technical, Delivery Teams).
Administrative Duties
Assist with creation and maintenance of structured submission folders on SharePoint, ensuring consistency, accuracy, and compliance with team protocols.
Support the administration of CRM records, maintaining up‑to‑date pipeline and opportunity information.
Manage incoming and outgoing post for the team, including packaging, labelling, and arranging courier/recorded delivery where required.
Document & Information Coordination
Assist with requests for PQQ documents, ensuring strict deadlines are met.
Track and monitor submission deadlines, ensuring key milestones are communicated effectively.
Assist in quality‑checking submissions for consistency, formatting accuracy and compliance.
Team Support
Provide general administrative assistance to the Submissions Co‑ordinator and wider Work Winning Team.
Support internal knowledge‑sharing by helping maintain libraries, templates and reference material.
Undertake any additional duties reasonably required to support the efficient running of the Submissions Team.
Be amenable to occasional overtime when required to support critical deadlines.
This job description is intended to give the post holder an appreciation of the role envisaged for the Safety, Health & Environment Submissions Administrator and the range of duties to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals
Person Specification
Essential
Strong administrative experience, ideally within Submissions/Work Winning team
Excellent organisational skills with the ability to manage multiple tasks and deadlines.
High attention to detail, particularly in document formatting and accuracy.
Competent IT skills with experience using Microsoft Office (Word, Excel, Outlook, PowerPoint).
Ability to work both independently and as part of a collaborative team.
Strong communication skills—verbal and written.
A proactive, flexible, and positive attitude.
Desirable
Experience working a Construction environment.
Knowledge of SharePoint and/or CRM systems.
Understanding of PQQ and tender processes.
Familiarity with construction terminology or industry standards.
Our Commitment
At GRAHAM, we are proud to say that we are a committed Equal Opportunities Employer and we aim to be the first choice for people from all backgrounds. We seek to promote respect for the individual and equality of opportunities. We believe that everyone should be treated solely on the basis of personal merit and contribution throughout their GRAHAM career journey and not on the value of artificial barriers, prejudices, or preferences.
If you require any adjustments or accommodations during the application or interview process, please let us know. We welcome applicants from all backgrounds.
We Are Dedicated To Making Our Policies And Guidance Accessible To All Applicants And Employees. If You Need This Document In An Alternative Format, Such As Large Print, Audio, Or Braille, Please Contact Us At
Email: [email protected]
Phone:
Role
As a Disability Confident Employer, we guarantee an interview to disabled applicants who meet the minimum essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please contact Louise Hunter, Resourcing Manager, at:
Email: [email protected]
Phone:
We are only able to consider applications from individuals who are eligible to live and work in the UK, as per Home Office regulations. Please check your eligibility with the regulations before applying. Individuals with a current time restricted right to work in the UK, should contact the Human Resources team in the first instance.
A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request.
GRAHAM reserves the right to carry out checks to ensure the validity of an applicant's experience and/or qualifications and we expect all applicants to comply with any such requests for information. Failure to do so or evidence of any falsification of information will lead to either removal from the recruitment process or if already in employment potential termination of contract through the company disciplinary procedure.
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Keyboard Shortcuts
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About You
Not Specified
Keyboard Shortcuts
F9 - Move focus from the edit area to the Footer Toolbar
F10 - Move focus from the edit area to the first toolbar button
Shift + TAB - Move focus from the edit area to the last toolbar button