Building Safety Project Co-ordinator

Berkeley Group builds homes and neighbourhoods across London, Birmingham and the South of England. We revive underused land, creating welcoming, sustainable and nature-rich places where communities thrive and where people of all ages and backgrounds enjoy a great quality of life. We specialise in long-term brownfield regeneration, focusing on challenging and complex sites that are beyond the scope of conventional homebuilders. We are highly collaborative, working with councils and communities to create a shared vision and to unlock a mix of social, environmental, economic and commercial value that benefits all our stakeholders. Our passion for quality and design underpins everything we do. All Berkeley homes are created with care, expertise and relentless attention to detail.

What you’ll be doing

• Administrative Support: Provide comprehensive administrative support to the Estates Team, including invoice coding and payment, tracking developer debt, and coordinating the execution of legal documentation. Maintain and organise development and project files, ensuring all documents are structured logically and easily accessible. Prepare, distribute, and manage key team and project documentation, including meeting agendas, minutes, and reports.
• Project Coordination of EWS1 Form & FRAEW Renewal: Serve as the project lead (under the guidance of the Head of Estates) for the renewal of EWS1 Forms and FRAEW reports by our appointed Fire Engineers. Ensure Fire Engineers have all necessary documentation and track project progress to meet established deadlines. Coordinate meetings and site visits, ensuring all logistical arrangements are in place. Monitor project timelines, milestones, and deliverables, keeping all stakeholders informed of key deadlines and progress. Assist in maintaining and updating project schedules to ensure alignment across teams.
• Project Coordination of Building Safety Regulator Information: Work with the Technical and Estates Teams to collect Key Building Information (KBI) required for registering new High-Risk Buildings (HRBs) with the Building Safety Regulator (BSR). Register new HRBs on the BSR portal and maintain accurate records of all submissions. Update the BSR portal as directed, reflecting any changes to the KBI for the HRB portfolio. Collaborate with our appointed consultants, Airey Miller, to ensure they have the necessary information to prepare Building Safety Case Reports (BSCRs). Coordinate the review process for draft BSCRs, liaising with the Technical and Estates Managers to finalise documents and prepare close-out reports for HAZID & Structural Surveys. Maintain the central BSCR tracking spreadsheet to ensure transparency and accessibility of project status. Monitor the central Estates Management inbox for BSR communications, including invitations to submit new BSCRs or Requests for Information (RFIs). Immediately elevate critical communications to the Director of Estates. Coordinate responses to RFIs in collaboration with Airey Miller and the Technical/Estates Teams, ensuring timely and comprehensive submissions to the BSR.
• Document Management: Assist in the collation, review, and organization of compliance documentation, including TQM Appendix 20 Reports, Monthly Operations Meeting Minutes, and Site Audit Pro Reports. Ensure all spreadsheets and documents on Estates SharePoint/OneDrive are up to date and maintained systematically. Organise and archive documentation on the Y-Drive for efficient retrieval and long-term recordkeeping.
• Reporting and Documentation: Compile and distribute weekly project status reports covering EWS1 Form Renewals, BSCR progress, and compliance updates for the Director of Estates. Maintain an issues log to track project challenges or blockers, ensuring timely follow-up and resolution. Assist in preparing and collating Board Reports, ensuring all relevant information is accurately compiled and presented. Ensure that Building Safety Costs invoices are coded correctly and issued for approval in a timely manner and in accordance with the companies payment terms. Ensure that Building Safety Costs are recharged to the Managing Agents and that the managing agents are chased regularly until payment has been made. Maintain a tracker for visibility on outstanding sums.
• General Support: Provide general administrative support to the Estates Team, including data entry, scheduling, and other operational tasks as required. Assist with ad hoc projects and tasks as assigned by the Head of Estates or other team leads that may arise from time to time. Assist in preparing and collating Board Reports, ensuring all relevant information is accurately compiled and presented. Collate monthly MHCLG submission to Group ready for review by the Director of Estates.

What you’ll bring

• Strong organisational skills with the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Proven experience in project coordination or administrative support within a fast-paced environment.
• Strong document management skills, with experience maintaining structured, accessible filing systems.

Why join us?

• 25 days annual leave, increasing with service to 33 days.
• Health and wellbeing benefits including Private Medical Insurance.
• Lifestyle benefits including access to an online discount platform.
• Berkeley Foundation volunteer day.
• Private pension plan.
• Group life assurance.

The standard default full-time working hours in the office are 8am-5pm with core working hours 9am-4pm.