Job Description

The role will cover office facilities management, proposal support and administration duties. Responsibilities for the successful candidate will include:

• Assisting with facilities management, including the management of cleaning/maintenance contractors
• Maintaining appropriate levels of stationery and office supplies
• Managing the reception area and maintaining the filing and archiving system
• Organizing meetings and travel bookings
• Assisting with sub-contractor administration, including setting up orders/contracts and ensuring receipt and accuracy of timesheets and invoices
• Producing documents including project proposals, style checking and proofreading
• Ensuring internal business management system (BMS) processes are adhered to, including compliance and maintaining up-to-date records
• Attending internal/external audits and responding to audit reports
• Ensuring health and safety processes are adhered to 
• Preparing monthly reports for the office manager and ad-hoc reports for the HSEQ representative
• Updating risk assessments, including workstation risk assessments, office safety assessments and office safety walks
• Collating environment reports required by the HSEQ representative (gas/electric/water usage, recycling, etc)
• Supporting the finance team, with local upload of supplier invoices and managing payments
• Assisting with sub-contractor administration, including setting up orders/contracts and ensuring receipt and accuracy of timesheets and invoices

Required Knowledge, Skills, and Abilities

• Previous experience with general administrative duties
• Experience with fee invoicing or similar numeric/financial duties desirable
• Experience with a financial reporting system such as Agresso or similar an advantage
• Experience with facilities management and health and safety an advantage
• Experience in a construction-related company and understanding of public procurement an advantage
• Good numeracy skills, with attention to detail and a high level of accuracy
• Proficient with MS Office
• Good level of written and verbal communication with people at all levels, both internally and externally
• Ability to effectively manage priorities, deadlines and workload