Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

• Hours Monday - Friday 08:00
  -17:00 ( 40 hours)

Kane Group are an established, and successful multi-disciplinary building-services solution contractor, with our Head Office based in Banbridge, Northern Ireland.

We're an innovative, forward-thinking company with continued steady growth serving residential, hospitality, education, commercial and healthcare sectors with offices in Northern Ireland, London, Birmingham, Glasgow and the Republic of Ireland.

We are seeking an Administrator
based in Birmingham to be part of our growing team.

The Administrator will provide administrative and operational support across Kane Group's Birmingham office and project sites. Working closely with the Operations Manager, site teams and other departments, the postholder will help ensure the smooth running of day-to-day activities and the effective coordination of project documentation, records and communications.

The role will involve a combination of office and site-based working, supporting activities such as document control, compliance, purchasing, deliveries and general administration. The postholder will build positive working relationships with colleagues, clients, suppliers and subcontractors, ensuring information is accurate, up to date and shared with the appropriate people.

• Provide comprehensive administrative support including document preparation, data entry, diary management, correspondence, and visitor reception.
• Manage office resources including supplies, meeting scheduling, mail distribution & filing.
• Handle incoming calls, emails, and visitor interactions professionally, serving as a liaison between internal teams, clients, and suppliers.
• Support the Operations Manager with confidential and sensitive administrative tasks as required.

• Provide support for ISO audits, NICEIC inspections, insurance renewals, and business continuity documentation
• Oversee accurate filing and distribution of HSEQ documents and ensure compliance with company standards.
• Regular checking and updating the company QA systems.
• Assist the Quality Assurance admin when required.
• Utilise Kane Group platforms (Field View, Viewpoint, 4
  
  Projects) for managing project data & uploading certifications.

• Manage distribution and tracking of project documents, RFIs, technical submissions, and deliverables.
• Support progress reporting, defects management, and handover activities including O&M manuals and certification collation.
• Ensure PPE, stationery, and site materials are sufficiently stocked and distributed.
• Assist Group departments (HR, Accounts, Procurement, Commercial) with timesheets, absence tracking, invoice filing, expenses, and ad hoc admin support.
• Create and manage purchase and subcontract orders using financial control systems. Including placing orders and updating order sheets once deliveries have been checked off.
• Organisation of deliveries to site or office.
• Updating all site required paperwork.
• Collaborate with internal teams and departments, sharing relevant information and building positive working relationships.
• Respond to client queries and feedback professionally, ensuring they are directed to the appropriate team members and followed up.
• Represent the business in a professional manner in both internal and external presentations and interactions.
• Prepare meeting materials, attend meetings and take meeting minutes.

• Promote and uphold Kane Group values, ethical practices, and adherence to all relevant company policies and procedures.

• 5 GCSE passes (or equivalent) including Maths and English.

• Minimum of 2 years’ experience in an administrative role.
• Strong proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook, Teams).
• Skilled in document control systems such as Viewpoint, Field View and 4
  
  Projects (4P).
• Experience working within the building services and/or the construction sector.
• Experience with systems implementation.

• High attention to detail and accuracy, with the ability to deliver quality work under pressure.
• Strong communication, interpersonal, and negotiation skills, with a friendly manner and professional phone etiquette.
• Strong organisational skills; able to manage and prioritise own workload and support others in doing the same.
• Self-motivated, proactive and adaptable with a willingness to embrace change and learn new skills.
• Confident, professional, and…