PA/Project Administrator / Client Liaison

Job Description


Are you looking for a new challenging PA/Project Administrator role?

  • The client requires a confident PA/Project Administrator with client liaison experience to support the Project Manager and Fit-out team
  • The role is a key administrative and organisational role within the Fit Out team and not only will be a strong internal position, but also a client facing role.
  • The successful candidate will have strong organizational skills and  be a self-starter providing PA/Diary management and site administration and supporting the Fit-Out team with the ability to to work to strict deadlines and have good communication skills with communication directly with the client about the different phases of the project.  The candidate will be flexible to visit different sites 2-3 times per week
  • Site based role in Acton, West London
  •  Salary £35,000

About This Role


Job title: PA/Project Administrator/Client Liaison

Duties & Responsibilities: As the PA/Project Administrator/Client liaison Administrator your duties and responsibilities will include but not be limited to : 

  • Diary management
  • Support project manager with any tasks that require urgent attention and follow them through to completion
  • Be the liaison between the office and the Fit Out team
  • Assist with initial set up and procurement for construction sites (set up site notice board, site office, order stationery, answer phone, ensure all site files are organised and up to date, organise drawing rack
  • Able to assist 2-3 sites administratively
  • Assist with compilation of O&M manuals
  • Prepare and submit expenses
  • Manage site petty cash
  • Manage online document controlling systems (if site/contract requires)
  • Be the client liaison onsite – ensuring the client is fully informed of the status of the project and be confident to speak to many client team members at a time talking them through any disruptions on site

Short term responsibilities

  • Review CVs for potential new team members and organise interviews
  • Ensure all new team members in the team are inducted and understand the company standards
  • Ensure all new team members have up-to-date Health and Safety certificates, organise training if certification is required
  • Prepare project reports for sites as requested
  • Liaise with the Marketing team on lead updates and marketing activities
  • Liaise with Pre-Construction team for tender information
  • Prepare business reports for quarterly meetings
  • Organize and coordinate site team/external outings
  • Understand the team and provide suggestions on how to make it more efficient
  • Administrate the strategic business plan for the team
  • Ensure all sites teams are motivated and all run in the same way, creating uniformity
  • Attend team meetings, take minutes and ensure actions are followed through
  • Produce site set up and administration guide/handbook

 Qualifications & Skills required: 

  • Very organised
  • Self-starter
  • Can work unaided
  • Excellent communicator
  • Patient
  • Pro-active
  • Detail oriented
  • Proficient mutli-tasker
  • Confident at speaking to groups
  • Problem solver
  • Able to help with any task asked
  • Proficient in Word/Outlook/Excel/Powerpoint
  • Good communication skills and IT competence levels
  • Logical and well organised, with an ability to manage change and adapt to new procedure
  • Eligible to live and work in the UK with a valid drivers licence.

Guyan & Associates are a recruitment business, to find out more about this role and the company we're recruiting for call 0800 2289494 or request a call back here.

About This Client


The client provides high quality fit out and refurbishment to clients and their consultant teams in London and the South East of England and operates as a main contractor for interior fitting out projects both Category A and B and building refurbishment. They have developed a specialisation in occupied premises and time-led projects.