PA jobs in Hampshire

As our Civils Coordinator, you’ll play a key role in supporting the successful delivery of projects across our Civils Division. You’ll work closely with our Senior Leadership Team, Project Managers and wider teams, ensuring coordination, organisation and administrative activities are managed effectively to keep everything running smoothly.

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In this role, you’ll:

• Provide proactive administrative and coordination support to the Civils Division, Senior Leadership Team and Project Managers.
• Manage SLT diaries, including meeting scheduling, room bookings, event coordination and follow-up actions.
• Coordinate, attend and minute meetings, ensuring actions are clearly recorded, allocated and tracked to completion.
• Support the production and formatting of presentations, briefing packs and business documents using PowerPoint and other tools.
• Coordinate attendance at external events, including client forums, industry briefings and sector events.
• Support tender submissions, including ITT coordination, document collation, formatting and submission tracking.
• Coordinate and submit client-facing documents, reports and data in line with requirements.
• Set up new projects, frameworks and contract records on internal systems, ensuring accurate document control.
• Produce Contract Start-Up Forms and New Project Announcements, distributing these across the business.
• Maintain project, contract and business records, ensuring they remain organised, accurate and audit-ready.
• Manage and track contract requirements such as warranties, bonds and guarantees.
• Support compliance with contract and governance requirements, maintaining audit evidence where required.
• Manage incoming communications and requests, ensuring timely and professional responses.
• Build strong working relationships with colleagues, clients and stakeholders to support effective collaboration.
• Support onboarding processes for new starters within the Civils Division in partnership with HR.
• Contribute to business improvement activities, helping to develop and enhance administrative processes and systems.
• Maintain shared filing structures and document control processes.
• Work in line with company policies, procedures and health, safety and environmental standards.

Act as a COOMBES ambassador, representing our values and supporting a positive working environment.

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We’d love to hear from you if you have:

• Experience in an administrative, coordination, project support or PA role.
• Strong organisational skills, with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail, producing accurate, high-quality work.
• Good working knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Strong written and verbal communication skills.
• Experience coordinating meetings, preparing agendas, taking minutes and tracking actions.
• The ability to manage confidential and commercially sensitive information appropriately.
• A proactive, self-motivated approach with the ability to use initiative.
• Strong teamworking skills and the ability to build effective relationships across the business.
• A flexible and adaptable approach in a growing and evolving environment.

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We’re looking for someone who brings structure, organisation and professionalism to everything they do.

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You’re likely to be someone who:

• Is proactive, thorough and takes pride in delivering high-quality work.
• Thrives in a fast-paced environment where priorities can change.
• Communicates confidently and builds strong relationships with stakeholders at all levels.
• Enjoys working collaboratively as part of a supportive team.
• Has a strong eye for detail and values accuracy and consistency.
• Can anticipate needs, solve problems and ensure tasks are completed efficiently and on time.
• Is motivated to continuously improve processes and ways of working.

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What you can expect from us:

• Competitive basic salary, reviewed annually.
• Annual performance-related bonus.
• Company pension scheme.
• Employee Assistance Programme offering wellbeing, legal and financial support.
• 24/7 online GP access for you and your family.
• Retail, leisure and lifestyle discounts.
• Regular company social events, including our Summer Family Day and COOMBESmas celebration.
• Length of service awards.
• Opportunities to support our Social Value commitments through volunteering and fundraising.

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COOMBES UK is a leading Arboricultural and Forestry Contractor with over 20 years of experience in the forestry sector. We have built a strong reputation for delivering high standards, specialist expertise and a deep understanding of forestry operations.

We are also a key delivery partner within the Rail industry, providing a wide range of off-track services and minor civils works for Network Rail and other major contractors. As we continue to grow, we are delivering major projects across woodland management, timber harvesting, rail operations and civil engineering nationwide.

As a family-run SME, we work as one team. Our success is built on the dedication, skill and integrity of our people. We value transparency, accountability and supporting one another to succeed.

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Our commitment to diversity and inclusion

We are committed to creating a workplace where everyone feels valued, respected and able to thrive. We welcome applications from people of all backgrounds and are dedicated to fair and equal treatment throughout our recruitment process.

Even if you don’t meet every requirement, we encourage you to apply - you may be the perfect fit for this role or for future opportunities within COOMBES.

Pay: From £35,000.00 per year

Work Location: In person