Job Description

You will be responsible for all administrative and organizational support while taking a lead role in managing all resident related communications, engagement’s, and incidents. The person will also support the projects Employment and Skills Managers in monitoring S106 and CCS commitments in line with the Employers Requirements and assist the Project Team in ensuring that social value is optimized throughout the duration of the project.
Key Responsibilities -

• Providing all administrative and organizational support to the Project Team in line with company standards and protocols.
• Safe and efficient management in conjunction with the project team of a large office and welfare facility on a major construction site.
• Proactively engage with community stakeholders to communicate upcoming activities and ensure the works are carried out with minimum disruption to residents and that any incidents, communications, and engagements are managed promptly and professionally.
• Schedule and attend regular residents’ meetings, workshops, and surgeries in conjunction with the client’s and project teams.
• Work with the project team to produce quarterly newsletters prior to distribution by the Clients Communication Team.
• Maintain regular communication with residents both on and around the site, in particular those in ongoing phases of the development in respect of the timing of the works, both verbally and in writing as required.
• Maintain records and monitoring reports in respect to resident’s complaints and / or incidents and feedback all findings in the monthly client project meetings.
• Work closely with the company’s Employment and Skills Managers in monitoring S106 & CCS commitments in line with the Employers Requirements and assist the Team in ensuring that social value is optimized throughout the duration of the project.

Administrator

• Weekly and monthly monitoring, incident and progress reports.
• Site Administration such as Scanning, post, laminating site signage, photocopying, typing meeting minutes, ordering stationary.
• Document control of all incoming information and electronically file all site generated paperwork.
• Assist with filing, archiving, scanning and general document administration and ad hoc support across all departments of the project team.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Answer, screen and transfer inbound phone calls.
• Cover receptionist duties when required including greeting visitors in a welcoming and friendly manner & distribute incoming correspondence.
• Ensure all site registers are up to date and complete.
• Day to day BMS admin management – paper and electronic.
• Day to day SnagR administrative management.
• Day to day Viewpoint administrative management.
• Maintain all aspects of office and construction site filing systems, including Health and Safety files.
• Arrange and monitor meeting room bookings, ensuring the provision or meeting room facilities for each meeting and necessary refreshments. Ensuring meeting rooms are cleaned and prepared for the next meeting.
• Handle requests for information, data and renewals.

Resident Liaison Offer

• Assist in producing and engaging in presentations to external stakeholders relating to CCS, S106, Social Value.
• Ensure information is communicated via Notification Transmittals.
• Be the central point of contact for all site project team members.
• To assist the senior project manager/project director in all aspects of resident and stakeholder engagement on all related construction activities planned for site.
• First point of contact for all local residents and stakeholders, developing, building and strengthening resident and stakeholder relationships, maximizing satisfaction.
• Responsible for the implementation and co-ordination of resident/stakeholder.
• Communication including site newsletters, update bulletins and digital content for community websites.
• Oversee and administer resident satisfaction procedures, ensuring any queries or complaints are speedily resolved and personally reviewed for compliance.
• Arranging external meetings with residents and stakeholders whilst chairing and minuting.
• Implementation of Considerate Contractors Scheme high standards and liaising with CCS inspector and the site team to implement innovative and best practice initiatives.
• The successful organization and outcome of regular resident meetings, workshops and surgeries.

Administrator

• Strong ability to communicate at all levels with multiple internal and external stakeholders.
• Ability to work accurately under pressure to meet project targets.
• Ability to priorities workload when managing multiple contracts / tasks.
• Previous administrative/ RLO experience working in a fast-paced, changing environment.
• Thrives on a wide variety of tasks.
• Keen to learn new software and systems required as part of the role (Coins, SelectHR).
• Flexibility in working ours to accommodate meetings/ workshops as necessary with the community.

Resident Liaison Offer

• Experience of working in a high- pressured environment on major construction projects.
• Strong monitoring and reporting skills.
• A high standard of IT literacy, including full proficiency in Microsoft 365 - Word, Excel, Teams, Sharepoint, Outlook, Onedrive.
• Experience of Client and Public facing roles within the construction industry.
• Experience using & managing SnagR – Vistry Partnerships chosen quality control software tool.
• Experience using & managing Viewpoint – Vistry Partnerships chosen construction delivery system.
• Experience of Coins.
• Minimum of four GCSEs grade B or above or equivalent - GCSE grade B or above in English.

Some of our key benefits include…

• Competitive salary and package
• 28 days annual leave plus bank holidays, and the option to buy or sell up to 5 days per annum
• Private Healthcare
• Company Contributory Pension Scheme
• Sharesave scheme
• Company car, car allowance or travel allowance (role and geographic dependent)
• Support with a professional membership

Required Knowledge, Skills, and Abilities