Administrative Expert

This is a 9-month maternity cover position that offers the opportunity to contribute to impactful projects and gain valuable experience in a fast-paced, purpose-driven environment.

We are looking for an experienced Project Administrator who will play a vital part in supporting project delivery by managing and maintaining high standards of document control and project administration across our systems and sites.

The successful candidate will oversee the classification, indexing, archiving, and retrieval of documentation across our SharePoint project folders, ensuring everything is structured and accessible in line with our standards.

You will manage the setup and maintenance of project templates, workflows, and the directory on Aconex, while tracking document reviews and supporting users with timely reporting and issue resolution.

As the Aconex administrator, you'll be responsible for ensuring the Document Register/MIDP is current and that incoming information meets our quality assurance benchmarks.

You will also support project teams in using our Electronic Document Management System (EDMS) and Building Information Modelling (BIM) platforms effectively, and contribute to internal reporting and documentation aligned to our branding.

Alongside your digital responsibilities, you will play a hands-on role in the day-to-day running of the office, including managing expenses, coordinating site-based meetings and events, booking travel and accommodation, and keeping diaries up to date.

You will handle general administrative tasks such as courier bookings, document formatting, printing, and reception duties.

You will be a key contact for internal teams and external stakeholders, ensuring communication is smooth, professional, and timely.

We are looking for someone who can bring structure, clarity, and a high standard of service to every aspect of their work.

Key Responsibilities:

• Manage and maintain high standards of document control and project administration across our systems and sites.
• Oversight of the classification, indexing, archiving, and retrieval of documentation across our SharePoint project folders.
• Setup and maintenance of project templates, workflows, and the directory on Aconex.
• Tracking document reviews and supporting users with timely reporting and issue resolution.
• Ensure the Document Register/MIDP is current and that incoming information meets our quality assurance benchmarks.
• Support project teams in using our EDMS and BIM platforms effectively.
• Contribute to internal reporting and documentation aligned to our branding.
• Manage expenses, coordinate site-based meetings and events, book travel and accommodation, and keep diaries up to date.
• Handle general administrative tasks such as courier bookings, document formatting, printing, and reception duties.

Requirements:

• A genuine passion to drive change and efficiency.
• Ability to think differently and find innovative solutions.
• Ability to build and maintain trust within teams and with stakeholders.
• Ability to connect and collaborate with cross-functional teams.
• Extensive hands-on experience with Aconex.
• Proven track record in a document control or project administration role.
• Strong working knowledge of SharePoint.
• Familiarity with managing Document Registers, MIDPs, and supporting BIM documentation workflows.
• Proficient in using EDMS and enforcing document control protocols.
• High attention to detail and commitment to document quality and version control.
• Skilled in Microsoft Office and producing documents to a high standard.
• Experience supporting senior stakeholders with diary management, expenses, and travel arrangements.
• Strong organisational skills with the ability to manage multiple priorities under tight deadlines.
• Clear, professional communicator – both written and verbal – with a customer-focused approach.
• Reliable, adaptable, and able to work independently or as part of a team.

What We Offer:

• A competitive salary.
• Generous annual leave which increases with service, plus public holidays.
• An extra day off for your birthday.
• A Salary Sacrifice Pension Scheme.
• Private Medical Insurance for you and your family.