Office Administrator

City, Derby
Robert Hurst Limited

Company overview

Our client is an established construction and M&E contracting business, operating for over 20 years across the Midlands. They deliver commercial, industrial, education and housing sector projects, offering turnkey services and in-house Mechanical & Electrical expertise.

Role Summary

The Office Administrator will provide comprehensive administrative support to the contract manager, project managers, managing directors and wider team. The role ensures smooth operational processes within the office, contributes to project coordination, document control, communication, and helps maintain efficiency across departments.

This is a fully office-based role. Experience in construction or a related field is desirable but not essential.

Key Responsibilities

• Manage general office duties: answering phones, greeting visitors, managing mail and deliveries.
• Handle incoming/outgoing correspondence (email, post, fax), ensuring timely and accurate distribution.
• Maintain and organise physical and electronic filing systems; ensure documents (contracts, project documentation, drawings, invoices, permits, health & safety documents) are correctly stored, version controlled, and accessible.
• Prepare, format and proofread documents, reports, presentations and spreadsheets.
• Assist with scheduling: maintain calendars, arrange meetings, prepare agendas and take minutes.
• Co-ordinate with internal departments (site teams, procurement, accounts, health & safety, estimating) to ensure smooth information flow.
• Support procurement/logistics: raising purchase orders, tracking orders, liaising with suppliers, monitoring deliveries.
• Assist with project administration: updating trackers, monitoring deadlines, preparing project documentation (contracts, variations, change orders).
• Support health & safety compliance in the office by maintaining records and documentation.
• Provide ad-hoc administrative support to senior management.

Essential

• Strong organisational skills; ability to manage multiple tasks and priorities.
• Good written and verbal communication skills.
• Excellent attention to detail.
• Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Ability to work well under pressure and meet deadlines.
• Reliable, punctual, self-motivated and able to work both independently and as part of a team.
• Flexible attitude; willingness to adapt to changing demands.

Desirable

• Previous experience within construction or engineering.
• Basic understanding of health & safety procedures in construction.
• Experience handling invoicing / liaising with finance departments.