Senior Project Administration Coordinator (Maternity Cover)

Location: LS13 4TZ

Salary: £35,000 to £40,000 per annum

Contract: Fixed-Term Maternity Cover (Approx. 12 Months)

Anticipated Start Date: August 2026 (subject to the successful candidate's notice period)

Handover Period: Up to 2-3 months alongside the current postholder

Company Overview

We are a bespoke joinery manufacturer who specialise in supporting London's commercial office interior market with high quality products. Working with clients across the commercial fit-out sector, we deliver bespoke joinery solutions from design through to manufacture and installation, building a reputation for quality, reliability and exceptional service.

Role Overview

We are seeking an experienced and highly organised Senior Project Administration Coordinator to provide maternity cover for a key operational role within our business.

This position is not a project management role. Instead, it is responsible for the comprehensive coordination and administration of live projects, ensuring that all project documentation, compliance requirements, financial administration, reporting, and operational processes are managed accurately and efficiently throughout the project lifecycle.

Working closely with Directors, Project Managers, Installation Teams, the Finance Team, clients, suppliers, and other stakeholders, the successful candidate will play a pivotal role in supporting project delivery through exceptional administration, coordination, document control, and business support functions.

Key Responsibilities

Project Administration & Coordination

• Coordinate and monitor administrative activities across all live projects from design through to production and installation.
• Maintain and update project programmes and Gantt charts to ensure project information remains accurate and current.
• Set up, manage, and maintain all project documentation required for contractual, operational, and compliance purposes.
• Coordinate and maintain Risk Assessments and Method Statements (RAMS), working closely with Project Managers and Installation Teams to ensure documentation remains current and accurate.
• Ensure all required certifications, compliance documentation, and project records are obtained, organised, and submitted as required.
• Coordinate weekly project review meetings, tracking actions, progress updates, risks, and key project information.
• Compile and produce Operation & Maintenance (O&M) Manuals using As-Built drawings, specifications, certifications, and supporting documentation.
• Maintain robust project filing systems, document control procedures, and project records throughout delivery.
• Act as the central administrative point of coordination for project-related information across departments.

Financial Administration

• Assist in the preparation and management of Cost Value Reconciliations (CVRs) across live projects.
• Produce and maintain project-specific cash flow forecasts.
• Support project planning through financial forecasting and reporting.
• Prepare and submit monthly valuation applications.
• Raise and process sales invoices through Xero.
• Manage cash collection activities and monitor outstanding debtor balances.
• Proactively chase overdue payments and retention releases.
• Participate in weekly finance reviews and provide cash flow reporting to management.

Sales & Business Administration

• Provide comprehensive administrative support across the business.
• Coordinate meetings, schedules, and project-related communications across departments.
• Assist with customer and supplier correspondence where required.
• Support the management team with day-to-day operational administration.
• Ensure company records, documentation, and internal systems remain accurate and up to date.
• Assist with continuous improvement of administrative processes and procedures.

Task & Process Management

• Monitor and manage administrative workflows to ensure actions are completed within agreed timescales.
• Maintain company documentation, policies, procedures, and project records.
• Support internal reporting requirements and business performance tracking.
• Ensure compliance with company systems, processes, and quality standards.

Skills & Experience Required

• Proven experience in a senior administration, project coordination, document control, or operations support role.
• Strong project administration and document control experience.
• Experience maintaining project programmes and Gantt charts.
• Knowledge of construction, fit-out, manufacturing, or project-based environments is highly desirable.
• Experience preparing RAMS, O&M Manuals, and project compliance documentation.
• Financial administration experience including invoicing, valuations, cash flow forecasting, and debtor management.
• Experience using Xero or similar accounting software.
• Excellent organisational and time management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.