Project and Planning Administrator

Project and Planning Administrator – Construction

Location: Greenford, Middlesex

Salary: £27,000–£33,000 per annum, depending on experience

Job Type: Full-time, Permanent

Working Hours: Monday to Friday, 9:00am–5:00pm

The Role

Are you an experienced Construction Administrator or Project Administrator with a background in the building industry? Are you organised, proactive and confident coordinating multiple jobs in a busy construction environment?

We are recruiting for a Project and Planning Administrator to join a well-established, family-run building company based in Greenford, Middlesex. The business specialises in building refurbishments, renovations, reactive maintenance and emergency repair works.

Working within the Projects team, you will provide essential administrative and coordination support across a range of construction projects, insurance claims and building works. You will liaise with clients, contractors, tradespeople and colleagues to ensure jobs are organised efficiently, deadlines are monitored and customers receive a professional service throughout the process.

This is an excellent opportunity for an experienced construction administrator who enjoys working in a fast-paced environment and wants to join a small, supportive team.

Previous construction or building industry experience is essential. Candidates with general office administration experience but no construction industry background will not be considered.

Key Responsibilities

Provide day-to-day administrative support to the construction Projects team.

Coordinate and monitor ongoing building projects, insurance claims, refurbishments and reactive maintenance jobs.

Manage team diaries, schedule appointments and arrange site visits for tradespeople and operatives.

Book repairs and building works, ensuring appointments and schedules are maintained.

Monitor job progress and proactively chase outstanding information, documentation and approvals.

Handle incoming telephone calls, emails and customer enquiries professionally and efficiently.

Liaise with clients, customers, contractors, tradespeople and internal colleagues to keep projects moving.

Maintain accurate project records and update CRM systems and job management software.

Monitor deadlines and ensure jobs are progressed in line with agreed service levels.

Update project budgets, purchase orders and invoice payments.

Prepare and issue invoices and customer payment links.

Assist with data entry, filing, correspondence and general office administration.

Process office-related invoices and staff expense claims.

Support the Projects Manager with workload planning, reporting and day-to-day team coordination.

Provide a professional and empathetic service to customers, particularly those dealing with insurance claims or urgent building repairs.

Essential Skills and Experience

To be considered for this position, you must have:

A minimum of three years' experience in project administration, planning or coordination within the construction or building industry.

Previous experience working for a construction contractor, building company, refurbishment business, property maintenance provider or similar construction-related organisation.

Strong organisational skills, with the ability to coordinate multiple jobs and prioritise competing deadlines.

Excellent written and verbal communication skills, including a confident and professional telephone manner.

Strong numeracy skills and a high level of accuracy when handling budgets, purchase orders, invoices and project records.

Good working knowledge of Microsoft Office 365, particularly Excel and Word.

Experience using CRM systems, job management software or similar administrative applications.

The ability to communicate effectively with clients, contractors, tradespeople and colleagues at all levels.

A proactive approach to problem-solving, with the ability to use initiative and work independently.

Good written English and the ability to produce clear, professional correspondence.

The ability to work effectively within a small team in a busy, fast-paced environment.

Experience with insurance claims, reactive repairs, construction scheduling, contractor coordination or property reinstatement works would be particularly beneficial.

Location Requirement - Applicants must live within a maximum one-hour commute of Greenford, Middlesex.

This is a fully office-based position, Monday to Friday. Candidates must be able to commute to the Greenford office daily within the stated travel time.

Applications from candidates who live beyond a reasonable one-hour commute will not be considered.

Salary and Benefits

£27,000–£33,000 per annum, depending on relevant experience.

Permanent, full-time employment.

Monday to Friday, 9:00am–5:00pm.

One-hour lunch break.

Pension scheme.

Smart-casual dress code