Description of the Role
The Administrator provides essential business and operational support to the Contracts Management team, ensuring all administrative processes, documentation and client communication run smoothly. The role is responsible for maintaining accurate records, coordinating project documentation, processing invoices, supporting client enquiries and managing key operational workflows that underpin the delivery of asbestos removal projects.
Working closely with the Contracts Management team, they support project coordination, maintaining compliance-related documentation, updating CRM systems and ensuring clients receive timely and professional communication, maintaining organisational efficiency and the smooth running of the office.
Responsibilities of Role
As the role holder, you will be required to undertake the following tasks:
Administrative Coordination
· Manage core administrative processes including document preparation, scanning, filing and maintaining accurate digital records for all projects.
· Update CRM systems with job information, documentation, communications and progress updates to ensure accurate tracking of work.
· Coordinate internal administrative workflows such as timesheet collation, training bookings, accreditations and routine data updates.
· Support daily office coordination including managing shared inboxes, responding to enquiries and ensuring operational information is recorded correctly.
· Handle the processing of receipts, updating trackers and supporting office purchasing processes.
· Coordinate new starter administration, including induction documentation and onboarding packs
Project Support and Documentation
· Prepare project documentation for domestic and commercial works, ensuring accuracy, consistency and availability for supervisors and managers.
· Coordinate routine project documentation such as waste notes, completion certificates, air test records and compliance-related paperwork.
· Assist with the preparation of PQQs, accreditation submissions and ISO-related documentation.
· Maintain documentation for personal monitoring, air monitoring and COSHH activities, ensuring information is recorded and updated appropriately.
· Support the Contracts Management team by preparing job packs, managing documentation workflows and helping ensure all required information is ready ahead of project delivery.
· Upload and maintain project photos & digital documentation to ensure complete and accurate job records.
· Responsible for raising of invoices in a timely and accurate manner.
Client and Communication Support
· Act as a helpful and professional point of contact for clients, handling incoming calls, supporting enquiries and providing updates where appropriate in a timely and professional manner.
· Confirm information with clients prior to works and record any changes for the operational team.
· Support contract managers by issuing routine communication, sharing documentation with clients and following up on outstanding items.
· Assist with gathering client feedback, managing client communication records through timely and accurate responses.
Operational Support and Compliance Administrator
· Support scheduling and resource coordination by updating operational systems and sharing key information with the relevant managers, Including operational trackers (Profit, Costs & Receipts)
· Support the recording of incident or accident reports when required
· Assist with monitoring compliance processes including accreditation expiry tracking, documentation updates and internal administrative checks.
· Manage operational inboxes, distributing information promptly across the team and ensuring actions are recorded and followed up.
· Provide administrative support during weekly and monthly meetings by preparing updates, sharing documentation and coordinating follow-up actions.
· Participate in the out-of-hours call rota as required, ensuring client enquiries are managed professionally and escalated to the appropriate manager when necessary.
· Contribute to a positive, organised and collaborative working environment by supporting colleagues and maintaining high standards of professionalism.
Skills and Experience
Essential:
· Experience in an administrative role within construction, asbestos, compliance or similar environments.
· Strong organisational skills with the ability to manage multiple administrative workflows effectively.
· Clear and professional communication skills, both written and verbal.
· Strong attention to detail, particularly in documentation and data entry.
· Confident using CRM systems, spreadsheets and other digital tools (or willingness to learn quickly).
· Ability to work effectively in a fast-moving operational environment.
· Proactive and reliable, with a willingness to take responsibility for core administrative tasks and support wider team operations.
Desirable:
· Familiarity with basic project documentation such as job packs, PQQs, completion certificates or compliance documentation.
· Experience raising invoices or supporting commercial processes.
· Experience handling customer enquiries in a professional or operational setting.
Professional Requirements:
· Completion of relevant internal training for systems, compliance administration and asbestos awareness (training provided).
· Understanding of internal processes, confidentiality requirements and regulatory expectations relating to asbestos documentation (training provided).
Commitment to ongoing development relevant to the role and the wider Contracts Management function.