As a Contract Administrator you will be responsible for managing day-to-day administration tasks, over a number of projects across our London Portfolio. You will be providing vital support to Project Managers and Engineers as well as Liaising with Clients and Sub contractors. While the role is based predominantly on sites or our office in London, there is also flexibility of working from home 1 to 2 days a week. You will report to the Business Support Manager and provide critical support across various aspect of the projects including Document control, Permits, RAMS, Technical Submittals, meeting minutes H&S and O&M’s as well as some general administrative tasks.
Key Responsibilities
- Accurately raise and submit Permits in accordance with the clients process within the correct time frames.
- Apply and enforce project document numbering, naming conventions, and filing structures inline with the company process to support fast retrieval and consistent records.
- Set up and maintain project document registers/logs (drawings, submittals, RFIs, correspondence), ensuring full traceability and clear status tracking.
- Manage document version/revision control, ensuring only the latest approved information is available to site and office teams and superseded documents are withdrawn/archived.
- Coordinate review/approval workflows by chasing responses, recording comments/actions, and updating document status in line with project timescales
- Issue and distribute controlled documents via the agreed system (e.g., SharePoint/Fieldwire) and maintain auditable transmittal records for all incoming/outgoing documentation.
- Support technical submittals by collating manufacturer data, certificates, samples, and supporting information; ensuring submissions are complete and correctly formatted.
- Ensure H&S compliance is followed by all employees and subcontractors working on behalf of the company and that Inductions are completed and signed.
- Maintain QA/H&S and project compliance records (e.g., inspections, test certificates, permits, RAMS), ensuring documentation is audit-ready at all times.
- Produce regular document control reports (e.g., overdue actions, document status dashboards, registers) for project reviews and client reporting.
- Compile handover documentation and O&M manuals, including as-builts, warranties, certificates, and commissioning records, ensuring completeness for project close-out.
- Coordinate site meetings by preparing agendas, taking minutes, circulating actions, and tracking close-out with the project team.
- Support site logistics and facilities, including, deliveries coordination, welfare supplies, and maintaining an orderly site office environment.
- Maintain subcontractor contact lists, labour returns (where applicable), and general project admin trackers to support smooth day-to-day site operations.
- Assist with variations/change control administration by logging instructions, collating supporting evidence, and tracking submission/approval status with the commercial team.
Experience and Qualifications Required
- At least 5 years of experience in an Site/ Contracts administrative or Site Document Controller role
- Excellent etiquette and communication skills, both written and verbal
- Strong organizational and time management skills
- Attention to detail with High level of accuracy
- Proficiency in Microsoft Office tools (Word, Excel, Outlook)
- Ability to manage multiple tasks and priorities simultaneously
- Self-motivated with the ability to work independently and as part of a team
- SSSTS or SMSTS (preferable)
Personal Attributes
- Ability to work well with others within the team.
- Capability to work on own initiative.
- Effective and accurate communication skills.
- Ability to liaising with stakeholders of differing levels
- Organized and able to identify and prioritize work effectively.
- Strong written and verbal communication skills.
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