Job Description

Project Administrator

Location:

London, UK (Hybrid: 1-2 days in office)

Type:

Full-time, Permanent

Salary:

25-30k (DOE)

Start:

Flexible

About Five At Heart

Five At Heart is a global leader in End-of-Trip (EOT) spaces -- the bike rooms, change rooms and workplace transition facilities that help the world's best buildings stand out. We partner with leading developers, architects and contractors to design and deliver spaces that elevate workplace experience and support active commuting. You'll be joining a collaborative, high-performing London team backed by an experienced global operation. We value accountability, clarity and a can-do mindset. We move quickly, support each other, and are committed to delivering spaces that inspire movement, connection and joy.

The Opportunity

As a

Project Administrator

, you'll play a vital role in keeping our delivery operations running smoothly across the UK. You'll ensure every project is contractually sound, properly documented and set up for success -- supporting our Head of Delivery and working closely with clients, suppliers and subcontractors.

This is a great opportunity for someone who loves structure, clarity and process -- and who enjoys working at the intersection of people, commercial detail and project coordination.

What You'll Be DoingContract & Commercial Administration

Coordinate and track contract terms, purchase orders and variations Ensure commercial commitments are accurate, aligned and documented Support contract negotiation by preparing information, clarifications and updates

Sales-to-Delivery Validation

At final negotiation stage, confirm scope, timelines and delivery requirements Flag risks early, propose mitigations and ensure we only commit to deliverable terms Help ensure a smooth, clear handover from Sales into Delivery

Compliance & Governance

Maintain oversight of contractual obligations, approvals and quality documentation Ensure documentation remains compliant, current and aligned with project requirements Protect Five At Heart's commercial position through disciplined record-keeping

Program & Workflow Coordination

Support the Head of Delivery in setting up and tracking project programmes Monitor key milestones, dependencies and outstanding actions Help keep delivery teams aligned and projects progressing on schedule

Stakeholder Communication

Coordinate updates, meetings and documentation across clients, subcontractors and internal teams Ensure clarity of communication and alignment on responsibilities, timelines and next steps

Document Control & Systems

Maintain accurate, complete and version-controlled project records Manage contracts, drawings, manuals and certifications within Google Workspace and our ERP Support procurement, track variations and administer change documentation

What You'll Bring

You may come from a project coordination, contract administration, commercial support or operations background -- or you may be early in your career with strong organisational instincts and the right mindset.

We're looking for someone with:

Strong organisational and communication skills Confidence managing multiple projects, documents and priorities Proficiency in Google Workspace and the MS Office Suite, with familiarity in ERP tools A detail-driven, structured approach to administration and commercial documentation A proactive, solutions-focused mindset and a calm approach when things get busy A collaborative attitude and the ability to support teams with clarity and consistency

Traits We Value

Accountable and dependable Outcome-focused and organised Resilient, composed and solutions-oriented Honest, respectful and team-minded

Why Join Us

At Five At Heart, you'll work with some of the most respected names in commercial construction and contribute to projects that shape London's most iconic workplaces. You'll be part of a values-led business redefining workplace experience, with real opportunities to learn, grow and build a long-term career in delivery, project coordination or commercial management.

Job Type: Full-time

Pay: 25,000.00-30,000.00 per year

Work Location: Hybrid remote in London WC1X 8HN