Administration Manager

Administration Manager

Department: Building Fabric - Delivery

Employment Type: Full Time

Location: Birmingham

Harmony is on a mission to be the best life safety partner to work with and for. Rated an ‘Outstanding Employer’ by Best Companies in 2025, we are only getting bigger and stronger — and we’re looking for A-players to help us get there.

We are passionate about making a difference and obsessed with quality. Our goal is to build a world where every resident can sleep safely at night, knowing their home is 100% safe.

We are now hiring an Admin Manager to be the operational glue of our newest regional pod — the West Midlands. Reporting to the Project Director, you will own the day-to-day delivery admin function across our growing Building Fabric portfolio: project mobilisation, subcontractor coordination, site logistics, H&S compliance admin, client reporting and sign-off through to completion.

This is a process control role, not a clerical one. While we build the West Midlands pod to life, you will work in a hybrid pattern — a mix of our Yeovil and London offices to plug into the wider delivery function — ultimately based out of Dudley once the pod is fully operational. You will be the person the Project Director, site supervisors and clients rely on to keep the operation running smoothly.

A good Admin Manager keeps a delivery operation moving. A great one makes everyone around them better at their job.

This is more than just an admin role. It is about bringing the right energy, accountability and resilience to our mission of saving lives through fire and height safety.

• Own the day-to-day delivery admin function for the West Midlands pod, working alongside the Project Director, site supervisors and project managers to keep live projects on track.
• Drive project mobilisation admin — RAMS, permits, access arrangements, site inductions and pre-start paperwork — so every project starts cleanly.
• Coordinate subcontractor onboarding, paperwork, scheduling and payment admin, holding suppliers to Harmony’s standards.
• Support site supervisors with works orders, materials coordination, scheduling and weekly site logistics.
• Own H&S compliance admin: toolbox talk records, near‑miss reporting, audit trail, certification tracking.
• Manage weekly client reporting and KPI tracking across the pod’s live projects, ensuring reports go out on time, to standard.
• Administer quality and completion sign-off processes — certificate packs, handover documentation, audit-ready evidence.
• Maintain accurate records in Salesforce, SimPRO and SharePoint, ensuring data is current, clean and consistent across all pod projects.
• Coordinate with offshore admin support where required, acting as the senior onshore admin point of reference.
• Track outstanding actions across live projects, surfacing risks early so the Project Director and supervisors can act before they become problems.
• Contribute to continuous improvement across pod processes — sharing what’s working, flagging what isn’t, and helping shape how the West Midlands operation runs as it scales.

• An A-player mindset — high standards, extreme ownership and the drive to do things properly, the first time.
• Proven experience in a senior administrator, coordinator, project administrator or operations role, ideally within construction, fire safety, building services or a closely related sector.
• Extremely detail‑oriented — the kind of person who spots the missing document, the broken folder structure and the unchased subcontractor before anyone else does.
• Exceptionally organised, with the ability to manage multiple competing priorities and projects without dropping threads.
• Comfortable working with site supervisors, project managers and subcontractors — confident enough to hold people accountable and chase things through to completion.
• Process‑minded — sees admin as control, not paperwork, and gets satisfaction from systems that run cleanly.
• Highly proficient with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and able to pick up new systems quickly — Salesforce, SimPRO and similar.
• A genuine can‑do attitude — no job is too small,…