Contract Administrator

Job Overview:
We are seeking a highly organised and proactive Contract Administrator/Personal Assistant to join our team in the natural stone and tiling sector. This role focuses on essential administrative duties, tracking project design stages, and supporting senior management. You will manage O&M manuals, sample approval sheets, raise purchase orders, and track design progress from client drawings to revisions. The ideal candidate will be an active contributor, with a passion for being part of a growing company and driving positive change to support company growth.

Key Responsibilities:

• Contract & Project Design Tracking:
  • Track the design phase of projects, including:Receiving and reviewing drawings from clients.
  • Arranging and coordinating site surveys.
  • Submitting initial design drafts for client review.
  • Tracking and documenting design changes and updates required by the client.
• Prepare and manage project documents such as O&M manuals, sample approval sheets, and risk assessments.
• Ensure that all design and contract documents are organized, up-to-date, and accessible.

Administrative Support:

• Raise and track purchase orders for materials and services, ensuring approvals and timely deliveries.
• Handle and respond to all correspondence, including phone calls, emails, and letters.
• Schedule appointments, organize diary entries, and set reminders for meetings and important tasks.
• Arrange travel and accommodation for management and staff as needed.
• Plan and organize workshops, seminars, and other events.
• Take notes at meetings, prepare the minutes, and distribute them to participants.
• Liaise with other team members and external parties such as clients, suppliers, and contractors.
• Prepare expense reports and maintain a structured filing system for all project documentation.

The Ideal Candidate:

We are looking for someone who is proactive, with a genuine desire to be part of a growing company. You should be ready to suggest and implement changes that will contribute to the company’s continued success and expansion. If you’re a problem-solver with a positive, forward-thinking attitude, this role will provide ample opportunities for growth and development.

Qualifications:

• Proven experience as a Contract Administrator or Personal Assistant, ideally within the construction or natural stone/tiling industry.
• Strong organisational skills with attention to detail and ability to manage multiple tasks simultaneously.
• Familiarity with preparing and managing O&M manuals, sample approval sheets, risk assessments, purchase orders, and tracking design documents.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management tools.
• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications:

• Experience in the natural stone and tiling trade or a similar construction field is preferred but not essential 
• Familiarity with tracking design stages of a project, including managing drawings, site surveys, and client revisions.
• Interest in developing skills in project management with future training opportunities.