Contracts Administrator – Project Coordination & Administration

About Us

A-Span Ltd is an established industrial roofing and cladding contractor with a substantial commercial property portfolio. Operating throughout the UK, we pride ourselves on delivering high-quality roofing, cladding, refurbishment and maintenance services to a diverse client base.

Based in Northampton, we offer a friendly, collaborative and fast-paced working environment where employees are encouraged to develop their skills and take ownership of their responsibilities. Due to continued growth, we are seeking an organized and proactive Office Administrator to become a key member of our team, supporting both our construction operations and property administration functions.

The Role

This is a varied and rewarding office-based role that supports the successful administration and coordination of roofing and cladding projects from initial enquiry through to completion. Acting as a central point of contact between suppliers, site management and subcontractors, you will help ensure projects progress efficiently and all administrative processes are completed accurately and on time.

You will initially receive full support and training from our senior management team. As your knowledge and confidence develop, you will be given increasing responsibility and ownership of key administrative workflows and business processes.

This position offers excellent opportunities for career development and progression within both the construction and property management sectors.

Key Responsibilities

1.Customer Service & Reception

Act as the first point of contact for incoming customer enquiries, answering telephone calls professionally and direct enquiries to the appropriate department.

Welcome visitors and provide general reception support.

Take accurate messages and ensure prompt communication with relevant personnel.

2. Project Administration & Workflow Coordination

Coordinate administrative activities throughout the lifecycle of roofing and cladding projects.

Process, log and acknowledge customer orders accurately using company workflow systems.

Maintain accurate project records, trackers and documentation.

Assist Contracts Managers and the Sales Team with project administration requirements.

Monitor and track project progress from inception through to completion.

Ensure project information is updated and communicated effectively between departments.

Support project close-out activities, including document collation and record archiving.

Produce reports and administrative updates as required by management.

3. Purchasing, Plant & Supplier Coordination

Assist with ordering and off-hiring plant, equipment and site requirements as directed by Contracts Management.

Coordinate supplier communications and delivery schedules.

Maintain records relating to hired plant and equipment incl monitoring supplier documentation.

Ensure purchasing records are maintained accurately and efficiently.

4. Compliance & Document Control

Monitor and maintain company compliance records.

Track workforce training records, certifications and competency requirements.

Manage subcontractor compliance documentation, ensure compliance information remains current and readily available for customers and auditors.

Support the maintenance of Health & Safety, quality and operational records.

Assist with document control procedures and ensure records are stored accurately and securely.

5. Facilities & Maintenance Scheduling

Coordinate and monitor recurring statutory inspections and maintenance activities.

Schedule and track services including:

• Fire alarm inspections
• Air conditioning service
• PAT testing
• Company vehicle MOTs and servicing
• General facilities compliance requirement
• Maintain service records and ensure renewals are completed within required timescales.

6. Sales & Business Support

Assist with sales administration activities and customer follow-ups.

Support enquiry management processes.

Maintain customer records and databases.

Assist management with reporting and business administration tasks.

Contribute to the continuous improvement of internal systems and procedures.

7. General Administration

Handle telephone and email correspondence efficiently.

Maintain accurate filing systems and administrative records.

Ensure all documentation complies with company procedures and standards.

Support effective communication across all departments.

Carry out general office administration duties as required.

Work collaboratively with colleagues to support smooth business operations.

8. Candidate Requirements

Education

Applicants to hold a qualification in Business Administration or a related equal alternative discipline…

• Higher National Diploma (HND Level 5)
• Foundation Degree

Experience

• Previous experience in office administration, project administration, customer service or business support role.
• Experience within the construction, roofing, property management or facilities sectors would be advantageous but is not essential.

Software & IT Skills

• Strong IT literacy.
• Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook.
• Experience using similar business management software would be beneficial.
• Ability to learn and utilize internal workflow management systems.

Communication Skills

• Professional, courteous and confident communication style.
• Excellent written and verbal English skills.
• Strong interpersonal skills with the ability to communicate effectively with customers, suppliers, contractors and colleagues.

Personal Attributes

• Highly organized with exceptional attention to detail.
• Strong time management and prioritization skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Proactive and solution-focused approach.
• Reliable, adaptable and willing to learn.
• Positive team player with a professional attitude.

9. Additional Requirements

Location

Applicants must reside within a reasonable commuting distance of the Northampton office, which is conveniently located near the M1 motorway and accessible via public transport.

Right to Work

Applicants must have the legal right to live and work in the United Kingdom. Any offer of employment will be subject to satisfactory verification of right-to-work documentation and completion of company compliance checks.

Benefits

• Company Pension Scheme
• Free On-Site Parking
• 25 days annual leave plus bank holidays
• Ongoing Training and Development Opportunities
• Career Progression Opportunities

Why Join A-Span Ltd?

This is an excellent opportunity to join a well-established and growing business where you can make a meaningful contribution to both our construction and property operations. The role offers significant variety, responsibility and scope for personal development, making it ideal for someone to build a long-term career within a successful and supportive organization.

If this sounds like an opportunity for you, we would be delighted to hear from you. Apply today.