Project Administrator in City of Westminster

At Hopkins, we're committed to delivering exceptional customer service and sustainable building services solutions. As we continue to grow across the South of England, with hubs in Hampshire, East Sussex and the Thames Valley, we're looking for talented people to join our expanding team.

We're currently seeking an Operations Coordinator to support multiple Project Managers across a portfolio of live projects throughout the South Coast. This is a fantastic opportunity to join a progressive, people-focused business where you'll play a key role in ensuring projects run smoothly from start to finish while developing your career with us.

Key Responsibilities

• Provide administrative support to the Construction and Commissioning teams to ensure the smooth delivery of projects.
• Manage project documentation, reports and records using company management systems, including Viewpoint 4Projects.
• Coordinate drawings, technical submittals, RFIs, RFAs and document control, ensuring records remain accurate and up to date.
• Prepare, proofread and distribute project reports, meeting minutes and management presentations.
• Organise and attend project, client and contract meetings, recording actions and tracking progress.
• Maintain project trackers, schedules, organograms and quality management systems.
• Support project set-up, handovers and commissioning by coordinating documentation, O&M manuals, testing records and certification.
• Liaise with project teams, engineers, subcontractors and clients to ensure information is issued, received and actioned promptly.
• Coordinate Health & Safety documentation, site compliance records, inspections and other project administration requirements.
• Monitor office supplies, maintain project filing systems and ensure documentation is archived in line with company procedures.
• Identify opportunities to improve administrative processes and support continuous improvement across the department.
• Carry out any other administrative duties required to support the successful delivery of projects.

About you

We are looking for a diverse range of applicants who have a real passion for the M&E industry, perhaps wanting to change careers or kick start their journey with us as one of the largest M&E businesses in the area.

Here are some of the qualities we are looking for in the right person to join our team:

• Excellent written and verbal communication skills.
• Strong attention to detail and organisational skills.
• Proficient in Microsoft Office, including Word, Excel and Outlook.
• Able to prioritise workloads, meet deadlines and manage multiple tasks effectively.
• Proactive, self-motivated and able to use your own initiative.
• Positive, approachable and dependable with a collaborative attitude.
• Good time management skills and the ability to work in a fast-paced environment.
• Ability to identify potential project risks and escalate issues where appropriate.

If you're organised, proactive and looking to develop your career with a growing business, we'd love to hear from you.

Be yourself

Our clients come from all walks of life and so do our colleagues. That's why we're proud to be an equal opportunity employer and actively encourage applications from all backgrounds. At Hopkins, we believe everyone is capable of achieving great things - no matter your age, gender, gender identity, gender expression, ethnicity, sexual orientation, disabilities, religion, or beliefs. We celebrate difference and everything that makes our colleagues unique.

To make your journey with us accessible and individual to you, we encourage you to let us know if you'd like a little extra help with your application, or if you have any individual requirements at any stage along your recruitment journey. We are here to support you, so please reach out to our team.