Job Description

Overview of the role

Due to the continued growth of our team and the increasing number of projects across the business, we are recruiting a Projects Administrator to support our expanding operations. This role will help ensure the smooth and efficient running of our project delivery by providing exceptional administrative support, maintaining clear communication with clients and internal teams, and assisting in the coordination of project activities within our busy consultancy environment.

We will provide a supportive environment for you to develop both personally and professionally, and we want you to be proactive in this by being accountable for achieving your personal and our collective project goals.

Responsibilities

Client Communication & Queries Coordination

Be the first point of contact for all calls and email enquiries, delivering a professional and high-quality customer service experience.

Actively monitoring projects progress and following up to secure timely, high-quality responses.

Proactively following up on all the outstanding queries - both client-side and internal - to support smooth projects progression and demonstrate a client-focused approach.

Gather feedback from clients upon project completion to ensure continuous improvement.

Project Administration & Documentation

Set up new project folders in SharePoint, uploading relevant documents such as drawings, floor plans, and elevations as required.

Update our project management system with key project information such as client details, project information (e.g. stages of the project); setting up new projects accurately on the system and updating live projects as they progress, demonstrating strong attention to detail

Maintain project documentation, ensuring all files are uploaded, downloaded, and correctly stored on SharePoint and other relevant platforms.

Undertake periodic housekeeping of the project management system to ensure data accuracy and consistency across all active projects.

Financial & Commercial Support

Support Project Managers in preparing fee proposals and related documentation.

Follow up promptly on issued fee proposals, maintaining accurate records of client responses and updates, and ensuring the project management system and the project tracker are kept up to date at all times.

Capture and accurately record invoicing details, including purchase order numbers where applicable, proactively checking and liaising with clients to obtain any missing information to ensure smooth and timely invoicing.

Team Support & Scheduling

Support the scheduling of project meetings and site visits for the Fire Risk Management (FRM) team, liaising with clients and ensuring arrangements are confirmed in advance.

Provide administrative support for general queries, document updates, and wider team activities and the preparation of tenders, pre-qualification questionnaires, and company competency submissions, as well as assisting with new or delegated tasks as required.

Compliance & Quality Assurance

Operate within Artec Fire terms and conditions, policies and quality management system.

Ensure all Health and Safety regulations are strictly complied.

Key skills required

A proactive and adaptable individual who uses initiative to identify priorities, support the team, and keep tasks progressing smoothly.

Strong administrative and organisational skills.

A dynamic and enthusiastic individual committed to integrity and the highest ethical standards.

Experienced in a business environment, able to manage multiple tasks and projects.

Comfortable working collaboratively as part of a team, but equally confident working independently and taking ownership of your workload.

Skilled at managing deadlines and balancing priorities effectively.

Proven administration / project support experience (preferred but not essential).

Fluent English (spoken, written, and comprehension).

Proficient in Microsoft Office, particularly Word, Excel, and Outlook with a demonstrated ability to rapidly learn new software and systems.

Other Requirements

Strong numerical skills and attention to detail.

Excellent communicator (verbal, written, and electronic).

Good problem-solving abilities.

Ability to work in a multidisciplinary environment.

Strong customer-facing skills.

Previous experience in the Fire Industry.

What we offer

We provide a great salary based on experience, along with generous holiday entitlements. In addition we are offering the following benefits:

Flexible & Hybrid Working

9-day fortnight

Employee Assistance Programme (EAP)

Life Assurance

Company Bonus Scheme

Enhanced Maternity & Paternity

Cost of professional subscriptions

Company Events & Social

Company Pension

We are committed to treating all candidates equally and fostering diversity in all its forms within our company. We believe that uniting people with varied backgrounds and perspectives is crucial for developing innovative and impactful solutions. Skills, talent, and the courage of our people are what truly matter. Bring your unique contributions and help us shape the future.

Job Type: Full-time

Pay: 25,000.00-27,000.00 per year

Work Location: Hybrid remote in England, M1 3BN