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

Fortem is seeking an experienced and confident Administrator to provide high-quality administrative and branch support for a large capital works programme.

This position is based in our Northern Office in Chapeltown, Sheffield

Location:

Sheffield, with the possibility of occasional travel if required.

Contract:

Permanent, full-time.

Working hours:

Monday to Friday, 08:00–16:30, with a one-hour lunch break.

Parking:
Free on-site parking.

The Retrofit Administrator will deliver accurate, high-quality administrative support, taking ownership of tasks, planning ahead and prioritising effectively to meet deadlines in a busy office. Working with the office-based Retrofit Team, the role will receive day-to-day support and maintain regular contact with the Contract Team by email, phone and Teams.

The Customer

The role is based in Sheffield supporting the delivery of property enhancement and refurbishment works for the Lincolnshire Housing Partnership team in Grimsby and Boston.

Duties and Responsibilities Essential

• Previous experience in an administrative role
• Computer literate – Word & Excel
• Strong Excel skills, including setting up and updating trackers, creating reports, and understanding formulas and cell data
• Minute taking experience
• Driving licence / own vehicle as some travel to other sites can occur
• Ability to handle confidential information appropriately
• Excellent attention to detail
• Ability to take ownership and responsibility
• Commitment to maintaining high standards

Desirable

• NVQ 2/3 in business/office administration
• Experience with in the Social Housing / Construction or Refurbishment industry / Retrofit Knowledge
• Administration and customer service experience
• Excellent all-round IT skills
• Strong problem-solving skills

Other Requirements

• Willingness to travel if required by the business
• A positive “can-do” attitude
• Strong organisational skills
• Professional manner
• Flexible approach

What You Will Need General Administration and Customer Support

• Enter timely and accurate information, including details relating to direct operatives and Works Partners.
• Manage documents and maintain organised records.
• Set up, update and maintain trackers.
• Maintain a professional and high-quality telephone manner.
• Work effectively within a busy open-plan office environment.
• Liaise with Works Partners and customers, collate evidence and certificates, and contact clients to arrange appointments if necessary.

Compliance Management

• Ensure all retrofit activities adhere to PAS 2030 and PAS 2035 standards.
• Maintain compliance documentation.
• Monitor and track progress against compliance checklists and project milestones.
• Read and digest retrofit designs and identify required measures.

Document Control, Photographs and Evidence Tracking

• Maintain accurate and up-to-date records of all project documentation, including assessments, designs, risk assessments and installation records.
• Organise and archive documents in line with internal and external audit requirements, maintaining confidentiality.
• Collect, catalogue and manage photographic evidence of works before, during and after installation.
• Ensure all images are correctly tagged and linked to the relevant properties and measures.
• Support the creation of evidence packs for funding bodies and accreditation audits.

Data Entry, Reporting and Communication

• Input and update project data in internal systems and databases, including Microsoft SharePoint and Excel trackers.
• Generate reports for internal stakeholders and external auditors.
• Assist in preparing documentation for funding claims and compliance submissions.
• Liaise with site teams, assessors, designers and Works Partners to gather the required documentation.
• Coordinate with external partners and accreditation bodies as required.
• Support the wider retrofit team…