Vacancy Ref: KOK/6000
Contract term: Senior Office Administrator (Full-time / Permanent)
Type of Business: Construction Consultancy Practice
Location: Stockton Health, Warrington, Cheshire
About US
Keelagher Okey Klein is an employee‑owned consultancy operating through an Employee Ownership Trust (EOT). We are a leading consultancy in our industry, setting the standard for best practice and sustainability, and are committed to delivering exceptional value to our clients while fostering a collaborative and inclusive environment where our people feel supported, valued, and empowered to succeed.
Role Summary
The Senior Office Administrator plays a pivotal role in supporting the efficient and compliant operation of a professional construction consultancy practice. The role involves overseeing office administration, providing senior‑level support to Directors and consultants, coordinating compliance and quality systems, and acting as a central point of contact for clients and suppliers.
Key Responsibilities
Under the direction of the Practice Manager;
- Support the day‑to‑day running of the office and deputise in their absence.
- Provide comprehensive administrative and secretarial support to Directors, Quantity Surveyors, Health & Safety, and Building Regulations Consultants.
- Manage day‑to‑day office operations, ensuring effective filing systems, document control, and data protection compliance.
- Support financial administration, including invoicing, purchase orders, fee tracking, and expense processing.
- Prepare, format, and issue professional reports, fee proposals, contracts, and correspondence.
- Support the management and continuous improvement of Quality, Environmental, and Health & Safety systems (ISO 9001/14001/45001), contributing to audits, procedural compliance, and corrective actions.
- Maintain Health & Safety administration, including training records, competence matrices, and policy documentation.
- Assist with HR administration, including onboarding, training coordination, and CPD record management.
- Monitor office budgets, supplies, and supplier contracts, ensuring cost‑effective procurement.
- Ensure compliance with UK legislation, including GDPR, Health & Safety regulations, the Equality Act, and employment best practice.
- Mentor and support junior administrative staff where applicable.
Person Specification
- Minimum of 5 years’ experience in a senior administrative or office management role, ideally within a construction consultancy environment.
- Excellent organisational and multitasking skills, with a high level of attention to detail and accuracy.
- Advanced proficiency in Microsoft Office (Word, Excel, Outlook), accounting software such as SAGE, and document management systems (ideally SharePoint).
- Strong written and verbal communication skills, with a professional and client‑focused approach.
- Sound understanding of confidentiality, GDPR, and regulatory compliance requirements.
- Ability to work independently, using initiative and sound judgement.
- Exceptional time management and organisational capabilities.
- Strong problem‑solving and decision‑making skills.
- Experience within a Quantity Surveying, construction consultancy, or Health & Safety practice.
- Familiarity with ISO management systems (9001, 14001, 45001).
- Relevant administrative or business‑related qualifications.
- Experience with Rapport3 or similar project management/resource planning software.
Terms of Employment
Location and place of Work: 74A London Road, Stockton Heath, Warrington, WA4 6HR
Salary: Competitive, dependent on experience (to be discussed at interview).
- NatWest Mentor Employee Assistance Programme (EAP) – an employer‑funded, confidential support service designed to help employees manage personal and work‑related issues.
- Holiday entitlement
- Employee Ownership Trust (EOT) tax‑free bonus after 12 months’ service
To apply: Please send your CV and a short covering note and salary expectations to:
For an informal and confidential discussion about the role, please contact Diane Barnes (Practice Manager) on 01925 654158.
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