Administrator​/Document Controller

About Fairhurst LLP – Fairhurst LLP is one of the UK’s largest private multidisciplinary partnerships of consulting engineers, delivering civil, structural, geotechnical, environmental, transportation, planning, water, and landscape architecture, H&S and Events consultancy services across 16 principal offices in the UK. Fairhurst specialises in providing cost‑effective, sustainable engineering solutions and prides itself on high-quality service delivery, technical excellence, and long-standing client relationships.

Fairhurst’s Edinburgh office is well known for delivering high-quality energy and infrastructure projects across various sectors in Scotland and the UK.

Role Overview –We are looking for an assistant Project Administrator / Document Controller to join our Edinburgh Team. They shall provide administrative support to the Partners, Technical Director’s and broader civil engineering team by organizing, managing, and coordinating project-related tasks, ensuring projects run smoothly and stay on track, within budget, and meet deadlines, while also acting as a liaison between teams and clients document control teams.

Administrative Support:

• Handling and responding to correspondence (emails, phone calls, letters).
• Organizing and maintaining project documentation, including reports, presentations, and drawings.
• Managing project files and data, ensuring they are easily accessible and organized.
• Preparing and distributing project materials, such as agendas, meeting minutes, and reports.
• Assisting with invoicing and expense management.
• Ordering supplies and equipment as needed.

Travel and Logistics:

• Arranging travel, accommodation, and transportation.
• Making travel reservations and managing itineraries.
• Assisting with the preparation of journey specific risk assessments.

Project Planning and Organization:

• Assisting in developing project plans and timelines.
• Creating and maintaining project schedules and calendars.
• Organizing and managing project documentation and resources.
• Quality Controlling and issuing technical documentation.
• Maintaining client procedures while issuing documentation.

Coordination and Communication:

• Facilitating communication between project team members, stakeholders, and clients.
• Scheduling and coordinating project meetings and events.
• Assisting design teams with correspondence on client platforms (e.g., Project Wise, Autodesk Forma)

Task Management and Tracking:

• Assigning tasks to team members and monitoring progress.
• Tracking project milestones and deadlines.
  
  Identifying and addressing potential issues or delays.

Budget Management:

• Assisting with budget planning and tracking.
• Monitoring project expenses and ensuring projects stay within budget.

Skills Required:

• Strong organizational skills:To manage multiple tasks and deadlines effectively.
• Excellent communication skills:
  
  To facilitate effective communication with team members and stakeholders.
• Proficiency in Microsoft Office Suite:
  Competency in using software applications for word processing, spreadsheets, and presentations.
• Attention to Detail:
  Ability to pay close attention to details and ensure accuracy in all tasks.
• Problem-Solving
  
  Skills:
  
  Capacity to identify and resolve issues efficiently and effectively.
• Discretion and Confidentiality:
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Adaptability and Flexibility: Willingness to adapt to changing priorities and work in a fast‑paced environment.
• Time management skills:
  
  To ensure projects stay on track and within deadlines.
• Ability to work independently and as part of a team:
  
  To effectively manage tasks and collaborate with others.

Behavioural & Personal Attributes

• Confident communicator with the ability to influence at all…