Project Team Administrator/Coordinator

We are looking for a highly organised and proactive Project Team Administrator/Coordinator based in our Birmingham office, to provide essential support to our survey teams to deliver a high volume of stock condition surveys. You will play a pivotal role to help keep projects running smoothly by booking surveys, coordinating diaries, managing key documentation, supporting reporting and acting as a friendly, professional point of contact for clients, contractors and colleagues.

With nearly 50 years of experience, Baily Garner LLP is a leading multidisciplinary construction consultancy with over 300 employees and offices in Eltham, Manchester, and Birmingham—delivering national coverage. We provide a full suite of services including Architecture, Building Surveying, Quantity Surveying, Project Management, M&E Engineering, Sustainability Consulting, and more. Our purpose is to positively impact people’s lives. We achieve this by delivering exceptional service and creating opportunities that make a real difference—for our clients, end users, our people, and the planet.

Role Responsibilities

• Working on a stock condition survey scheme, coordinating survey bookings, diaries and travel arrangements, ensuring schedules are well planned and efficiently managed.
• Acting as a key point of contact for clients, contractors and partner organisations, sharing clear and timely updates.
• Making and receiving a high volume of calls with customers, clients and surveyors.
• Keeping project trackers, programmes and client directories accurate and up to date.
• Producing monthly reports, including KPIs, invoice statements and updates affecting fee forecasts.
• Using Excel spreadsheets regularly for tracking and monitoring survey bookings.
• Assisting with fee accounts, invoicing, credit notes and credit control through intranet system.
• Manage project documentation, including issuing, filing, archiving and secure data handling in line with GDPR and internal procedures.
• Prepare and distribute meeting notes or minutes, including for external meetings where required.
• Support large-scale administrative tasks, including database updates, mail merges, spreadsheets and PDF/GIOS document management.
• Assist Partners with employee review documentation and diary management for review meetings.

Skills and experience

• GCSE Maths and English, or equivalent.
• Confident using Microsoft 365, including Word, Excel, PowerPoint and Teams.
• Comfortable making and receiving a high volume of calls.
• Excellent customer service skills.
• Clear written and verbal communication skills.
• Organised, detail-focused and able to manage competing priorities.
• Friendly, proactive and positive approach.

In return, we offer a competitive package, supportive working environment and opportunities to develop your accountancy career. Our benefits include:

• Flexible working hours (choice of start and finish times based around a 7 hour working day, core hours between 10am-4pm)
• 35 hours per week
• Hybrid working (potential to work from office and home)
• Medicash health plan (money back on your dental, optical, physio appointments and more)
• Life assurance cover (four times annual salary) for all colleagues.
• In-house mental health first aiders
• Pay reviews twice a year
• 25 days annual leave + bank holidays
• Birthday leave
• Buy/sell annual leave
• Long-service leave
• Scottish Widows pension and salary sacrifice (4.5% contribution matched)
• Professional development scheme
• Sponsorship of professional fees
• 2 paid corporate social responsibility days

If you are ready to take the next step in your career, we would love to hear from you. Please apply with your CV and a covering letter/email outlining your suitability for the role. Baily Garner LLP are an equal opportunities employer and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity/paternity needs. We are committed to ensuring a fair and inclusive recruitment process. If you require any reasonable adjustments to be made at any stage, please let us know.