Handover Support Administrator

About Us 

Zutec is a fast-growing technology company, providing cloud-based software for the construction property industry. Zutec’ offers best of breed solutions for Document Management, Quality Management, Handover Management and Asset Management. Today we have digitised over 35 million building documents, 1.5m+ building units, powering £250bn in building assets across the UK and Ireland. Our user-friendly and secure cloud-based software and mobile solutions save asset owners, contractors, housebuilders and developers time and money while meeting compliance throughout the building lifecycle.

We are a global company with offices in London & Dublin. It is an exciting time to join Zutec as we are progressively growing our team, providing opportunities for further career development and advancement for high achievers.

The Role 

The Handover Support Administrator plays a critical role in supporting the project Handover team by managing project-related administration tasks, coordinating with suppliers and subcontractors, and ensuring the smooth operation of project activities. This role involves handling client information, maintaining records, and proactively assisting the project team in meeting key performance indicators (KPIs).

This role is ideal for a highly organized and detail-oriented individual who enjoys working in a dynamic project environment, supporting the team in delivering successful projects.

The Handover Support Administrator reports to the Handover Support Team Manager. 

Key Responsibilities

1. Project Administration and Reporting:

• Collate Client Information: Use reports and dashboards to produce and gather necessary client information for the project team.
• Maintain Records: Ensure accurate and up-to-date records of all relevant project information, utilizing Jira as the primary tool for tracking.
• Client Communication Documentation: Maintain audit trails for all client communications to ensure transparency and traceability.

2. Supplier and Subcontractor Coordination:

• Engage with Suppliers/Subcontractors: Proactively communicate with suppliers and subcontractors, ensuring timely responses and ongoing collaboration throughout the project lifecycle.
• Issue Escalation: Raise any issues with suppliers or subcontractors to the project delivery team promptly and follow up on resolutions.

3. Quality and Standards Compliance:

• Follow Quality Standards: Understand and adhere to appropriate quality standards and procedures, ensuring all project deliverables meet required benchmarks.
• Assist in Remedies and Preventative Measures: Support the implementation of agreed-upon remedies and preventative measures to address project issues.

4. Service Level Maintenance:

• Initiate Actions: Identify and report actions to maintain or improve levels of service, contributing to continuous project improvement.
• Proactively Address Tasks: Claim and complete tasks from the CRM when available time allows, ensuring efficient use of resources.

5. Meeting Support:

• Meeting Coordination: Support the project team during meetings by preparing agendas, coordinating schedules, and ensuring necessary materials are available.
• Minute Taking: Take clear and accurate minutes during project meetings, distributing them promptly to relevant stakeholders.

6. Project KPIs and Team Support:

• KPI Monitoring: Actively work towards achieving the project delivery team’s KPIs by completing assigned tasks efficiently and contributing to team goals.
• Team Collaboration: Collaborate with the project team, providing necessary administrative support to ensure successful project delivery.

What are we looking for? 

Skills and Competencies

• Strong Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain detailed records.
• Proactive Problem Solving: A proactive approach to identifying and escalating issues, ensuring timely resolution.
• Effective Communication: Strong verbal and written communication skills, with the ability to engage with both internal teams and external stakeholders.
• Attention to Detail: A meticulous approach to maintaining records, documentation, and client communications.
• Technological Proficiency: Competency in using Jira, CRM systems, and other project management tools to manage tasks and track project progress.
• Team Collaboration: Ability to work closely with project teams, supporting them with necessary administrative tasks and contributing to a collaborative environment." 

Qualifications

• Educational Background: A degree in business administration, project management, or a related field is preferred.
• Experience: Previous experience in a project administration or support role, preferably within a construction or technical environment.
• Technical Skills: Proficiency in Jira, CRM systems, Microsoft Office Suite, and other project management software.

What we Offer? 

Zutec has a fantastic benefits package which is regularly reviewed and updated. Our benefits cover health and wellbeing, culture and career development. Some of our benefits include: 

• Private healthcare
• Life Assurance
• Cycle to work scheme
• Enhanced Maternity/Paternity Leave
• Employee Assistance Programme
• Annual bonus opportunity
• Professional studies subscription
• Hybrid working
• Summer and winter company parties
• A very competitive holiday allowance
• Charity and volunteering days
• Access to mental health first aiders
• Company Pension scheme 

Why Zutec? 

Throughout Zutec, our people contribute a powerful blend of talent, knowledge and experience that is embodied within the solutions and services we offer. Our core corporate values can be summed up by the acronym DATA – we like to say we’re a ‘DATA’-driven company. 

Different - We celebrate diversity. Being bold enough to question convention is crucial to finding better ways to operate. We build on the unique strengths and ideas of our people to create solutions.

Agile - Technology never stands still, and neither do we. We are always on the lookout for new ways to do things and help our customers derive more value from their business and data to maintain a cutting edge.

Transparent - We are clear and open in the way that we function and communicate. We advocate respect and transparency to get the best from our colleagues, clients and industry regulators. Better visibility empowers better insights and decisions.

Achievement - We are passionate about outcomes and continual improvement. And we know these things matter to our people and our customers, so we focus on development. We help all our stakeholders gain tangible, measurable benefits that contribute towards quality and growth. 

At Zutec, our commitment to diversity and inclusion is at the core of who we are and what we do. We know that having diverse and inclusive teams has a positive impact on our business and customers and helps to generate better ideas to solve the complex problems of an ever-changing world. Being different is central to our DATA values, where we celebrate diversity and build on the unique strengths of our people. We know we’re all equally different, so no matter who you are, how you think, or where you’re from – you are welcome here!