Project Administrator at Harmony Fire in Edinburgh, Scotland, GB

Harmony is on a mission to be the best life safety partner to work with and for. Rated an ‘Outstanding Employer’ by Best Companies in 2025, we are only getting bigger and stronger — and we’re looking for A-players to help us get there.

We are passionate about making a difference and obsessed with quality. Our goal is to build a world where every resident can sleep safely at night, knowing their home is 100% safe.

We are looking for a Project Administrator to support our Building Fabric Delivery team based in Yeovil, UK — based in Edinburgh. This is a busy, varied role at the heart of a fast-moving delivery operation, providing the administrative and coordination backbone that helps our project teams focus on delivering outstanding work on site.

If you are highly organised, tech-savvy, take pride in getting the details right, and want to be part of a UK-based team genuinely committed to saving lives — read on.

Key Responsibilities

• Provide day-to-day administrative and coordination support to the Building Fabric Delivery team, ensuring project documentation, records, and correspondence are accurately maintained.
• Assist with the preparation and issue of project documents including programmes, reports, purchase orders, and client communications.
• Monitor and track project actions, deadlines, and deliverables, flagging upcoming milestones to the project team.
• Liaise with clients, subcontractors, and suppliers on behalf of the project team — handling queries, booking meetings, and following up on outstanding information.
• Support the management of project trackers and dashboards, keeping information current and accessible at all times.
• Assist with the compilation and submission of O&M manuals, handover documentation, and project closeout paperwork.
• Manage incoming and outgoing project correspondence, ensuring documents are filed accurately and distributed to the right people.
• Liaise with project managers, site supervisors, and subcontractors to ensure smooth communication and timely follow-through on actions.
• Contribute to the continuous improvement of project administration processes and templates.

Skills, Knowledge & Expertise

• An A-player mindset — high standards, extreme ownership and the drive to do things properly, the first time.
• Proven experience in a project administration, project support, or office coordination role — ideally supporting a UK or international team remotely.
• Excellent organisational skills — able to manage multiple tasks and deadlines simultaneously without dropping the ball.
• Strong attention to detail — accurate and thorough in documentation, data entry, and correspondence.
• Clear and professional written and verbal communication skills in English — comfortable dealing with UK-based clients, colleagues, and suppliers.
• Proficient in Microsoft 365 — particularly Outlook, Excel, Word, and Teams.
• Self-motivated and reliable — able to work independently and proactively in a fast moving delivery environment.
• Edinburgh office-based and available full time.
• Experience in construction, building services, or a related industry (preferable).

Job Benefits

This is a chance to join one of the UK’s fastest-growing fire safety specialists, working at the heart of a busy Building Fabric delivery team in Edinburgh and contributing directly to the delivery of life-safety projects across Scotland. At Harmony, we ask a lot — and we give a lot back. The hours are real, the standards are high and the work is demanding, but for those who show up, deliver and go the extra mile, the rewards follow. A-players here enjoy a competitive salary, a Personal Development Plan with ongoing training and mentoring, and a collaborative, high-energy environment focused on doing things the right way — none of it is a perk for showing up; it’s what we share with the people pulling the business forward.

Harmony is an equal opportunity employer. We consider all applicants for employment regardless of age, disability, sexual orientation, gender identity, family or parental status, race, colour, nationality, ethnic or national origin, religion or belief. We want everyone who works with us to feel valued and to make a difference.