Project Administrator

GetFix Ltd are looking for a Project Administrator to join our Business Support team to provide effective project and administrative support, keeping project documentation, registers and records accurate and up to date.

A bit about us

GetFix is a fast-growing mechanical and electrical maintenance company, trusted by clients across the UK to keep their buildings and facilities running smoothly. We provide a full range of services including reactive repairs, planned preventative maintenance, and compliance support, making sure everything from HVAC and plumbing to electrical and critical systems stays safe, reliable, and efficient. 

What makes us different is our people-first culture. We know our engineers, office staff, and managers are the reason we succeed, so we invest in the right tools to help everyone do their best work. Whether you’re out in the field or supporting our teams behind the scenes, you’ll be part of a business that’s supportive, ambitious, and always moving forward.

Key Responsibilities

• Provide effective project and administrative support, keeping project documentation, registers and records accurate, organised and up to date.
• Manage document control, including revisions, approvals and distribution of current project information.
• Support mobilisation and pre-start activities, including meeting coordination, action tracking and monitoring site requirements.
• Maintain key project trackers covering programmes, RFIs, procurement, variations, compliance, changeovers and snagging.
• Coordinate health & safety documentation and records, ensuring files remain complete and current.
• Support procurement and subcontractor administration, including purchase orders, deliveries, long-lead items and compliance requirements.
• Coordinate communication between project teams, subcontractors, suppliers, clients and residents to help ensure works progress smoothly.
• Maintain comprehensive site records, including reports, photographs, delivery notes, inspections, certificates and commissioning information.
• Assist with project handover and completion, including O&M manuals, as-built information, warranties and commissioning records.
• Proactively chase outstanding information, approvals and actions, escalating any risks that may affect programme, compliance or handover.
• GetFix Europe support
• Provide fleet administration and general operational support.

You'll have

• Experience in project administration, operational support or a similar role.
• Confidence using Microsoft Office, particularly Outlook, Excel, Word and Teams.
• Strong organisational skills with excellent attention to detail and the ability to manage multiple priorities.
• Experience managing busy inboxes, responding to queries and working to deadlines.
• Confidence communicating with and coordinating multiple departments and stakeholders, including procurement, accounts and project teams.
• Experience with client communication and progress reporting.
• Ablility to prepare, manage and track project information accurately, consistently and proactively.
• Fluent in another language eg. German, French or Spanish is advantageous but not essential 

What we can offer you

• Competitive salary
• 25 days holiday + bank holidays
• Enhanced annual leave in conjunction with length of service (capped at 30 days full entitlement)
• Training and upskilling opportunities
• Pension scheme
• Supportive and safety-focused working environment.
• Bupa Healthcare after 6-months.

GetFix Ltd are an equal opportunities employer and value diversity within our team. We welcome applications from everyone, and we recruit based on skills, experience, and attitude.