Title: Project Administrator

Reports to: Head of Projects

Department: Projects / Property & Estates

Purpose of the Role

The Project Administrator provides comprehensive administrative and financial coordination to support the delivery of works projects across multiple sites, encompassing both capital expenditure (CapEx) and operational initiatives. This role is responsible for developing and maintaining efficient systems to track project progress, ensure financial accuracy, and uphold governance standards.

Working closely with the Head of Projects, the Project Administrator manages the accurate logging and cross-referencing of invoices, quotes, and approvals, delivering clear and timely reporting on project status, spend, and compliance. In addition, the role supports the day-to-day execution of ongoing projects including scheduling, sourcing materials, décor options, and service providers as well as attending meetings and preparing detailed notes to ensure effective project coordination.
 

Key Responsibilities

1. Project Tracking and Documentation

• Develop and maintain a central tracking system for all projects across multiple sites.
• Record and update project details, including scope, timelines, costs, and approvals.
• Ensure accurate documentation for both CapEx and operational expenditure projects.
• Maintain organised records for audits and compliance.

2. Financial Administration

• Track all project costs by site, ensuring accuracy and transparency.
• Cross-reference all invoices against documented quotes, purchase orders, approvals, and supplier contracts.
• Monitor project spend against budgets and flag variances or risks to the Head of Projects.
• Support budget forecasting and cost control processes.

3. Supplier and Contract Management Support

• Maintain a database of approved suppliers, contractors, and service providers.
• Ensure supplier quotations, contracts, and invoices are filed and linked to corresponding projects.
• Assist with ensuring supplier compliance with procurement policies and approval procedures.

4. Reporting and Communication

• Prepare regular cost tracking and status reports for the Head of Projects and other stakeholders.
• Provide early visibility of budget pressures, project delays, or risks.
• Liaise with finance, procurement, and operational teams to reconcile data and resolve discrepancies.

5. Process Development and Continuous Improvement

• Develop and improve standardised forms, templates, and processes to streamline project administration.
• Implement controls that improve accuracy and efficiency in project and cost tracking.
• Identify opportunities to improve reporting quality, financial oversight, and project governance.
   

Knowledge, Skills, and Experience

Essential

• Passion for interior design.
• Strong organisational and administrative skills with attention to detail.
• Experience managing financial tracking systems and reconciling costs.
• Proficiency in spreadsheets, databases, and project tracking tools.
• Knowledge of procurement processes and invoice management.
• Ability to work across multiple projects simultaneously and meet deadlines.
• Strong communication and stakeholder management skills.

Desirable

• Previous experience in property, construction, or interior design project administration.
• Understanding of CapEx and operational expenditure tracking.
• Familiarity with project management software.
• Experience supporting senior leadership with financial and project reporting.
   

Key Attributes

• Highly organised, methodical, and detail-oriented.
• Financially astute with strong analytical skills.
• Reliable, consistent, and proactive in problem-solving.
• Able to work independently and collaboratively with cross-functional teams.
• Committed to maintaining accuracy and compliance in all processes.

Benefits

• Competitive salary and mileage allowance.
• Opportunities for professional development and training.
• Supportive team culture and leadership.
• Contribution to a meaningful sector improving lives every day.
• Free DBS (Ts and Cs apply)
• Free staff meal
• Retail and food discounts
• Working for the best care provider in the UK. Winner of the Excellence in Small Residential Care Award - LaingBuission Awards 2024, Care Group of the Year Winner- National Care Awards 2023, 2022 & 2021. Care Employer of the Year- National Finalist at the Great British Care Award 2025.
• Top Care employer
• Real Living Wage
• Nest pension scheme
• Contracted hours giving you security
• 28 days leave and your birthday off
• Refer a friend scheme
• Free Uniform
• Free Wifi