Business Administrator

Job Description

Are you looking for the next step in your career? Are you looking for great job satisfaction?

We are currently recruiting for a Business Administrator to join an established and busy in-house design team specializing in Civil Engineering projects within the rail sector.

Our client has a secured a number of long term Frameworks with key clients in the rail sector and are now looking to further expand their team.

We are now looking to get in touch with experience Business Administrators to join an excellent in-house design team, to assist with the overall organization of the Design and Engineering team within York.

The roll will take administrative responsibility for the efficient running of the D&E team and planning, organizing, managing and maintaining office facilities and services, including the provision of support and general administrative to the Design and Engineering Senior Management team.

Your day to day role will include:


  • Assists with the production of external consultant usage and performance reports.
  • Assists with the preparation for internal / external audits.
  • Assists with the preparation of Case Studies and Newsletter articles.
  • Assists with new employee inductions, c/w ordering IT equipment, PPE etc.
  • Assists with maintaining staff CV’s and BIM competency records.
  • Manages the web-based timesheet system, and processes reports as required.
  • Monitors timesheets and manages the weekly D&E timesheet submission to Payroll.
  • Manages office consumables and procurement requests, including ordering of stationary / IT (hardware and software) / PPE / water cooler and office printer replenishment and maintenance. Assesses and manages the payment of invoices through Accounts.
  • Assists with organising meetings / workshops / briefings as required, including the management and setting up of meeting rooms, arranging refreshments where required.
  • Collates briefings and toolbox talks and uploads to SkillsID.
  • Co-ordinates staff expenses, fuel returns and staff disruption sheets (Gangers forms) for authorisation by the appropriate level of authority, and processes through Payroll.
  • Manages and controls PPE, and site tools and equipment.
  • Administers the process of team’s dispositioning competencies, namely co-ordination of documentation and issuing of FM-DE-029, including:
  • Organising for the appropriate people to undertake the reviews both 02009 and discipline specific as required.
  • Issuing to NR via eb/ALIM.
  • Managing a register of all dispositioned roles submitted for the business and our consultant supply chain.
  • Loading of authorised AtW’s onto SkillsID.
  • Managing SkillsID competencies (i.e. acting when AtW need to be renewed etc.).
  • Other tasks as may from time to time be deemed necessary and are authorised by line managers.
  • Assists with the review and editing of documentation as required to ensure consistency in presentation and professional image.

Facilities Management

  • Leads Facilities Management on behalf of the D&E team.
  • The primary contact, with face to face Liaison with the Communities Manager regarding office related aspects e.g. maintenance issues, damage / repair, adhoc items that arise.
  • Provides office inductions as necessary.
  • Ensures that all relevant documentation (such as facilities management files, water testing (legionella), PAT testing, drills and alarms) is up to date. Scheduling of testing & communication to minimise disruption to teams.
  • Updates the server, internal systems and notice boards with statutory information as required.
  • Co-ordinates office parking and visitor permits; enforces parking restrictions.
  • Management of building access cards.
  • Management of the office signing-in register.
  • Daily / Weekly safety inspections as applicable.
  • Prepares for and attends the Facilities Management audit.

People & Operations

  • The first point of contact for all Clients and Visitors to the offices.
  • Maintains regular interface with the D&E Senior Leadership Team.

The successful candidate will have:

  • Academic Qualifications: A-Level or equivalent Level 3 Qualification preferable.
  • Level / Type of Experience: Experience of fulfilling an Administration / Office Management role.
  • Excellent communication skills.
  • Experience of working in a construction-based environment.
  • In depth experience / capability of using Microsoft Office products and Document Management Systems.
  • Highly organised individual with a keen eye for detail is imperative to succeed in this role.

If you would like more information regarding this fantastic opportunity, please apply to the role or alternatively give Hayley Burns a call on 02392 322 375.