PA / Project Support

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

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.
  • 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.

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