Retrofit Administrator

• Support Retrofit Coordinators and Project Managers in the preparation and submission of project documentation.
• Track key deliverables including assessments, improvement plans, risk assessments, design documents, monitoring reports, and completion certificates.
• Produce and maintain document registers and project trackers.
• Coordinate document submissions between internal teams, consultants, contractors, and funding bodies.
• Support mobilisation and handover activities for retrofit projects.
• Assist in stakeholder meetings to ensure project compliance. Reporting and Administration
• Generate regular reports on document status, outstanding actions, approvals, and project compliance.
• Maintain project dashboards and trackers to monitor workflow progress.
• Identify documentation risks and escalate issues where required.
• Assist in developing and improving document control procedures and systems.
• Provide administrative support relating to project documentation and records management.

• Act as the primary point of contact for document control enquiries.
• Liaise with internal departments, contractors, consultants, and external stakeholders regarding document submissions and status updates.
• Promote best practice document management across retrofit teams.

• Experience working in a document control, project administration, or information management role.
• Proficient in the implementation of Pashub for compliance and Document control.
• Experience managing large volumes of project documentation.
• Strong understanding of document control principles, including version control and audit trails.
• Proficiency in Microsoft Office 365 applications, particularly Excel, SharePoint, Teams, and Outlook.
• Excellent organisational and administrative skills.
• Experience maintaining databases, trackers, and document registers.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work to deadlines. Desirable
• Experience working within retrofit, construction, housing, property, or asset management environments.
• Knowledge of PAS 2035 and domestic retrofit programmes.
• Experience with Common Data Environments (CDEs) and document management systems.
• Understanding of social housing decarbonisation and energy efficiency programmes.
• Knowledge of GDPR and records management requirements. Skills and Competencies
• Excellent written and verbal communication skills.
• Strong data management and record-keeping abilities.
• Ability to work independently and as part of a multidisciplinary team.
• Problem-solving and process improvement mindset.
• Strong planning and organisational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer-focused approach with strong stakeholder management skills.

• GCSEs (or equivalent) including English and Mathematics.
• Relevant administrative, business, or information management qualification, or equivalent experience.

• Qualification in document control, business administration, project support, or information management.
• Working towards a DEA or Retrofit Assessor level 3 Qualification.

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