PA / Project Support

We are seeking an experienced, proactive Project Assistant / Administrative Support PA to join our team on a full-time basis.

In this role, you will provide direct, comprehensive administrative and secretarial support to two Senior Project Managers, while offering ad-hoc support to the wider office.

This position sits within an Employee Ownership Trust (EOT), meaning you will work closely with our collaborative technical and support teams in a company where every employee has a stake in our shared success.

Key Responsibilities

?? Communication & Inbox Management

Manage inboxes proactively, responding to basic enquiries independently.
Flag urgent emails to the technical team for rapid response.
Build strong relationships with clients, contractors, and external stakeholders.
Share general office duties, including opening and distributing postal mail.

?? Document Production & Control

Audio-type, format, and issue accurate minutes and technical reports.
Prepare contract certificates and ensure issuance within strict contractual deadlines.
Draft contract documents and compile formal tender packages for project teams.

?? Project Administration & Systems

Set up and update projects on Fieldview (our bespoke electronic project data system).
Format and issue weekly site reports and other documentation via Fieldview.
Maintain electronic project files to ensure strict organization and compliance.
Update project details and contact information on the practice intranet.

??? Handover & Defects Coordination

Update accommodation schedules on an ongoing basis.
Chase and compile handover documentation from relevant parties.
Prepare final handover forms for project closeouts.
Log and monitor defects and arrange annual defects site inspections.

?? Meeting & Diary Logistics

Coordinate regular meetings between clients, contractors, and project teams.
Manage manager diaries where specific administrative support is requested.

Working Hours & Location

Hours: Full-time, 37.5 hours per week (5 days per week).
Flexibility: Flexible daily working hours (start no earlier than 08:00; finish no earlier than 16:00).
Location: Located just a 2-minute walk from the mainline train station, with free on-site parking available on a first-come, first-served basis.

What We Offer

Salary: Competitive salary based on experience.
Company Structure: Employee Ownership Trust.
Pension: Company contributory pension (3% employer contribution).
Holiday Allowance: 25 days free choice holiday, plus bank and public holidays.
Bonus Time Off: Birthday bonus day off.
Volunteering: 2 paid volunteering days per year.
Festive Break: Potential company shutdown at Christmas (subject to director decision).
Culture: Quarterly company team days for bonding and alignment.
Commuter Benefits: EV salary sacrifice car scheme and Ride 2 Work cycle scheme.