Executive Assistant & Technical Co-ordinator

Executive Assistant & Technical Co-ordinator

Industry: Turnkey Warehouse Fit-Out / Industrial Storage Equipment

Location: Onsite role in Northamptonshire

Reporting To: Technical Project Director

Employment Type: Full-time, Permanent

Role Overview

A leading UK specialist in warehouse optimisation and industrial fit-out services is seeking a proactive and operationally skilled Administration Coordinator to support the Technical Project Director and wider operations team. The company partners with clients to transform warehouse environments through bespoke storage solutions, safety systems, and turnkey installation projects.

This role is ideal for a forward‑thinking administrator who can interpret technical requests, manage correspondence, support operational HR tasks, and ensure seamless coordination across the business. The successful candidate will be highly proactive, able to handle competing priorities, and ensure senior leadership can focus on delivering operational excellence.

Key Responsibilities Inbox & Communication Management

• Manage team inboxes, prioritising incoming emails and drafting responses.
• Interpret operational and technical queries and respond confidently on behalf of senior leadership.
• Liaise with internal teams, external contractors, clients, and suppliers to facilitate timely communications.

Scheduling, Travel & Logistics

• Manage calendars, schedule meetings, and coordinate travel arrangements for senior leaders.
• Prepare meeting agendas, notes, actions, and follow‑ups.
• Coordinate logistics for site visits and project‑related travel.
• Ensure senior leadership’s time is used efficiently and effectively.

Operational & Administrative Support

• Maintain accurate and structured file management systems (e.g., SharePoint).
• Ensure adherence to agreed operational processes across projects.
• Monitor project timelines, flagging potential issues or bottlenecks proactively.

HR & People Administration

• Coordinate staff inductions, onboarding, and off‑boarding processes.
• Schedule and maintain records for 1‑2‑1s, probation reviews, and operational check‑ins.
• Conduct initial review of CVs, support first‑stage interviews, and provide recommendations.
• Provide basic HR administrative support, including records management and absence tracking.

Cross‑Functional Coordination

• Work closely with department leads in Sales, Marketing, Project Management, and Installation Teams to support efficient operations.
• Drive daily team meeting agendas and follow up on actions.
• Support the Project Sales Team with costings, design liaison, and proposal preparation.
• Anticipate needs, identify issues early, and propose practical solutions.
• Take ownership of tasks and deliver with minimal supervision.

Skills & Experience

• Previous experience in office administration, project support, executive assistance, or operations coordination.
• Strong organisational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Competent with MS Office / Google Workspace and familiar with structured filing systems.
• Ability to interpret operational/technical requests and act independently.
• Confident in liaising with stakeholders at all levels.

Personal Attributes

• Proactive, passionate, and principled.
• Trustworthy, self‑motivated, and able to work autonomously.
• Strong attention to detail with a structured approach.
• Comfortable representing senior leadership when required.

Why Join?

• Be part of a high‑growth warehouse optimisation and fit‑out specialist.
• Directly support key operational and technical leadership.
• Collaborative culture where initiative and ideas are welcomed.
• Opportunity to grow with the business as operations scale.

Seniority level

Associate

Employment type

Full‑time

Job function

Administrative and Human Resources

Industries

Human Resources Services

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