Key responsibilities

• Set up new jobs in project management system: job numbers, client and strata manager details, folder structures and document registers
• Maintain project files, drawing and document registers, and correspondence logs so current revisions are always easy to find
• Prepare and format letters, notices, transmittals, meeting minutes and reports to company brand standards
• Coordinate site access and resident notifications with strata managers, building managers and occupants
• Track and file compliance documents: insurances, licences, SWMS, inductions and white cards for staff and subcontractors
• Manage the subcontractor and supplier onboarding pack and keep the approved register current
• Maintain contract registers for each job: contract sum, key dates, defects liability period, retention and security held
• Prepare progress claims for PM review, compile supporting evidence, and track submission and payment dates
• Track variations: draft variation quotes from PM notes, log submissions, approvals and rejections, and follow up outstanding responses
• Attend site meetings and inspections with the PM to take minutes, photos and defect lists

About you

• 1–2 years in an administration role, ideally in construction or building
• Strong Microsoft Office skills, especially Word, Excel and Outlook
• Clear, professional written communication and accurate attention to detail
• Ability to manage competing priorities across multiple projects and deadlines
• Organised and methodical — keeps registers current without being chased
• Proactive — follows up outstanding items and flags risks early
• Comfortable switching between admin tasks and PM requests during the day
• Professional and calm when dealing with clients, residents and subcontractors
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