Role Purpose:
The Office Administrator at JCPS Mechanical will provide comprehensive administrative and operational support to ensure the smooth day-to-day running of the office and to assist project and site teams.
· Manage general office operations, ensuring supplies,equipment, and facilities are maintained and stocked.
· Handle incoming calls, emails, and correspondence,directing queries to the appropriate departments.
· Maintain filing systems (both electronic and physical)for project documents, purchase orders, delivery dockets, and compliance paperwork.
· Support management with preparation of reports,presentations, and general documentation.
Project & Site Support
· Assist project managers and engineers with document control — issuing drawings, submittals, RFIs, and ensuring the latest versions are circulated.
· Track project progress reports, attendance sheets, and delivery logs.
· Liaise with suppliers and subcontractors regarding deliveries, documentation, and order confirmations.
· Help with project-specific administration such as site inductions paperwork, permits, and compliance records.
Purchasing & Procurement Support
· Raise and process purchase orders in line with company procedures.
· Track and confirm deliveries, ensuring materials align with project requirements.
· Maintain accurate records of supplier information,quotations, and invoices.
· Assist in reconciling supplier statements and liaising with accounts on discrepancies.
Compliance & Documentation
· Ensure all administrative documentation complies with JCPS Mechanical’s quality and safety standards.
· Maintain up-to-date records of certifications,insurance documents, and compliance forms.
· Support the Quality, Health & Safety, and Environmental teams with document tracking and audits.
Communication & Coordination
· Coordinate meetings, prepare agendas, take minutes,and distribute follow-ups.
· Liaise between office, workshop, and site teams to ensure smooth communication.
· Provide administrative support to management on ad hoc operational needs.
Skills & Qualifications:
· Proven experience in an administrative or office coordination role (construction/mechanical contracting experience preferred).
· Excellent organizational and multitasking skills.
· Strong attention to detail and accuracy in document handling.
· Proficiency in Microsoft Office Suite (Word, Excel,Outlook, PowerPoint); experience with project management or procurement software is an advantage.
· Strong written and verbal communication skills.
· Ability to work independently and as part of a team in a fast-paced environment.
"Please note, we are not accepting applications or CVs from recruitment agencies at this time."
