Damp Proofing jobs in Petworth

Office Administrator / Operations Coordinator – Part-Time

Company: SouthRend Ltd
Location: Southwick, West Sussex
Salary: £15,000–£20,000 per annum (depending on experience and agreed working hours)
Hours: 20–25 hours per week
Working Pattern: Flexible hours Monday–Friday
Job Type: Part-time, Permanent
Work Location: In person

About Us

SouthRend Ltd is a growing and ambitious construction and property maintenance company specialising in damp proofing, plastering, rendering, brickwork and general building services.

We work with local authorities, commercial clients and private customers across Sussex, delivering high-quality workmanship and professional service.

As our business continues to expand, we are looking for an enthusiastic, highly organised and proactive Office Administrator / Operations Coordinator to join our team at our Southwick office.

This is an excellent opportunity for someone who enjoys a varied role, thrives in a busy working environment and wants to become an integral part of a growing business.

We are looking for someone who can take ownership of their responsibilities, work independently and help ensure the smooth day-to-day running of our office and operations.

Key ResponsibilitiesGeneral Office Administration

• Managing day-to-day office administration and supporting the directors and management team.
• Monitoring and responding to incoming emails, telephone calls and general enquiries.
• Preparing professional correspondence, letters, reports and other business documentation.
• Maintaining accurate electronic filing systems, shared folders and company records.
• Creating and updating spreadsheets, trackers and administrative databases.
• Ensuring administrative tasks are completed accurately and within required deadlines.
• Identifying opportunities to improve office organisation and administrative efficiency.

Job Management & Operational Coordination

• Creating, updating and maintaining job records using Tradify.
• Monitoring job progress and ensuring relevant information is recorded and kept up to date.
• Assisting with the scheduling and coordination of operatives, subcontractors and site visits.
• Liaising with the management team to ensure works are organised efficiently.
• Tracking outstanding works, appointments, inspections and job completion requirements.
• Following up on outstanding information and helping ensure jobs progress without unnecessary delays.
• Assisting with the preparation of work schedules, quotations and job-related documentation.

Customer, Tenant & Client Communication

• Acting as a professional point of contact for customers, tenants, suppliers and subcontractors.
• Arranging appointments, confirming access and coordinating property visits.
• Providing customers and tenants with updates regarding scheduled works.
• Handling general enquiries professionally and escalating more complex matters when necessary.
• Maintaining accurate records of communications and appointments.
• Supporting the delivery of excellent customer service throughout the job process.

Contract Administration

• Supporting the administration of local authority and property maintenance contracts.
• Receiving, recording and organising work orders and job instructions.
• Maintaining accurate job references, contract records and supporting documentation.
• Assisting with the preparation and submission of job completion paperwork.
• Monitoring administrative deadlines and following up on outstanding documents.
• Liaising with contract managers, clients and relevant departments to ensure efficient communication.
• Helping maintain organised and accurate records for ongoing and completed projects.

Compliance & Documentation

• Maintaining and organising company compliance documentation.
• Assisting with the preparation and administration of Risk Assessments and Method Statements (RAMS), using approved templates and information provided by competent personnel.
• Keeping employee and subcontractor records organised and up to date.
• Monitoring expiry dates for relevant insurance policies, training certificates and compliance documents.
• Assisting with subcontractor onboarding and ensuring required documentation has been received.
• Supporting the business in maintaining professional and consistent administrative procedures.

Quotations & Basic Invoice Administration

• Preparing and formatting quotations using information supplied by the management team.
• Ensuring job records and supporting paperwork are complete and accurately filed.
• Assisting with the administration of invoices and purchase orders.
• Organising and forwarding relevant documentation to the company's bookkeeping team.
• Following up on missing paperwork and outstanding administrative information.

Please note: This is an administrative position and does not involve bookkeeping, payroll, VAT returns or management accounting.

Business Systems & Process Improvement

• Using Microsoft Word, Excel and Google Workspace to support daily operations.
• Maintaining and updating information within Tradify and other company systems.
• Helping develop efficient filing systems, trackers and administrative procedures.
• Supporting the introduction of digital tools, automation and AI technologies to improve productivity.
• Suggesting improvements to existing processes and helping implement more effective ways of working.

Skills & Experience

Essential:

• Previous experience in an office administration, coordination or similar role.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Good working knowledge of Microsoft Word and Excel.
• Confident using email, digital filing systems and general office software.
• Strong attention to detail and a high level of accuracy.
• Ability to manage multiple tasks and prioritise effectively.
• A professional and confident telephone manner.
• Ability to work independently and use initiative.
• A proactive, reliable and positive approach to work.

Desirable (but not essential):

• Previous experience within construction, building, property maintenance or a trade-related business.
• Experience coordinating engineers, tradespeople, operatives or subcontractors.
• Experience working with local authority contracts or property maintenance work orders.
• Familiarity with Tradify or similar job management software.
• Experience preparing quotations, work schedules and compliance documentation.
• Experience using Google Workspace, shared drives or cloud-based systems.
• An interest in modern technology, automation and AI tools.

Personal Attributes

We are particularly interested in someone who is:

• Proactive and self-motivated – able to identify what needs doing and take initiative.
• Highly organised – comfortable managing multiple responsibilities and deadlines.
• Detail-oriented – committed to maintaining accurate records and completing work to a high standard.
• A confident communicator – professional, approachable and comfortable speaking with customers, tenants, contractors and colleagues.
• Adaptable – able to respond positively to changing priorities within a growing business.
• Solution-focused – willing to take ownership of problems and help find practical solutions.
• Reliable and accountable – someone the team can depend on to manage their responsibilities effectively.
• Eager to develop – interested in learning new skills, improving processes and growing with the business.

Working Hours & Salary

• Part-time position of approximately 20–25 hours per week.
• Flexible working hours across Monday to Friday, to be agreed with the successful candidate.
• Office-based position in Southwick, West Sussex.
• Annual salary of £15,000–£20,000, dependent on experience and agreed working hours.
• Permanent employment with opportunities for the role to develop as the business grows.

What We Offer

• Competitive salary based on experience.
• Flexible part-time working arrangements.
• Friendly, supportive and professional working environment.
• Free on-site parking.
• Casual dress code.
• Opportunities for personal and professional development.
• Exposure to modern business management systems and technologies.
• The opportunity to take ownership of a varied and important role.
• The chance to become a valued member of a growing and ambitious construction business.

Apply Today

If you are an experienced, organised and proactive administrator who enjoys taking responsibility and wants to become part of a growing business, we would love to hear from you.

We are particularly interested in candidates who can bring fresh ideas, strong organisational skills and a positive approach to improving the way a business operates.

Please apply via Indeed with your CV and a brief covering letter outlining your relevant experience and why you would be a good fit for SouthRend Ltd.

Pay: £15,000.00-£20,000.00 per year

Benefits:

• Free parking
• On-site parking

Experience:

• Administrative: 2 years (preferred)

Work Location: In person