Administration & Project Coordinator in London

Company Description

Panacea UK Group, through Panacea Facilities Management, delivers comprehensive facilities management services across the UK. The organization supports a wide portfolio of clients, including commercial properties, residential buildings, and industrial facilities.

Pay: £30,000.00 per year

Location: West Malling - Full-time

Salary: £30,000 per annum

The Role

We're looking for a highly organised and proactive Administration & Project Coordinator to support the smooth day-to-day running of the business and to keep our projects on track. This is a varied, hands-on role at the heart of the Group, combining core administrative responsibilities with the coordination of projects across teams. The ideal candidate is a natural organiser who thrives on detail, can juggle competing priorities calmly, and enjoys being the dependable point of contact that keeps everything moving. You'll work closely with leadership, colleagues and external partners, so strong communication and discretion are essential.

Key Responsibilities

• Administration
• Provide comprehensive administrative support to the team and senior management.
• Manage diaries, schedule meetings, and coordinate appointments and travel arrangements.
• Prepare, format and proofread documents, reports, presentations and correspondence.
• Maintain accurate records, filing systems and databases, ensuring data is up to date and stored compliantly (including in line with GDPR).
• Handle incoming calls, emails and enquiries, responding promptly or directing them appropriately.
• Order and manage office supplies, equipment and supplier relationships.
• Process invoices, expenses and basic financial administration in coordination with finance.
• Take minutes in meetings and follow up on agreed actions.
• Project Coordination
• Support the planning, coordination and delivery of projects across the Group.
• Track project timelines, milestones, deliverables and budgets, flagging risks or delays early.
• Maintain project documentation, trackers and status reports.
• Coordinate and communicate with internal teams, stakeholders and external suppliers to keep projects on schedule.
• Organise project meetings, prepare agendas, circulate notes and chase outstanding actions.
• Help implement and improve administrative and project processes and systems.
• Provide regular updates to management on progress and outcomes.

Proven experience in an administrative, coordination or project support role. Excellent organisational and time-management skills, with the ability to prioritise and manage multiple tasks simultaneously. Strong written and verbal communication skills. High attention to detail and accuracy. Confident user of Microsoft Office (Word, Excel, Outlook, PowerPoint). A proactive, solutions-focused attitude and the ability to work independently. Discretion and professionalism when handling confidential information. Willingness and ability to make occasional visits to project sites as required. Experience in the construction industry. Experience using project management or collaboration tools (e.g. Microsoft Project, Asana, Trello, Monday.com). A relevant qualification in business administration, project management (e.g. PRINCE2, APM) or similar. Experience working in a multi-company group environment.

What We Offer

• Salary of £30,000 per annum.
• 28 days' annual leave including bank holidays.
• Opportunities for training, development and career progression.
• A supportive and collaborative working environment.

Panacea UK Group is an equal opportunities employer. We welcome applications from all qualified candidates regardless of background.