Job Description

This role will see you splitting your time between completing the day-to-day site administration as well supporting the Community Business Partnering team.

You will be responsible for:

• Handle internal and external requests and correspondence from site team, subcontractors, company support functions and visitors
• Filing, archiving and retrieval of documents and conformance to data protection legislation
• Preparing schedules, preparing agendas, and taking meeting minutes as required
• Create and update records and databases
• Handling and processing of personnel time sheets, date records and databases for personnel
• Meeting room management and arranging appointments/meetings as requested
• Management of office space, equipment and furniture
• Control of stock level for stationary, PPE and other consumables
• Help to ensure compliance with health and safety regulations and best practice, with responsibility for fire marshal duties and employee workstation assessments
• Manage reception area and look after visitors
• Organize, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure
• Issue and receive controlled documentation, log issues and receivers, and create general electronic transmittals to the project team, client, and suppliers
• Archive, retrieve and store documentation adhering to company standards and policies
• Check that all information complies with specified company formats, templates, and standards
• Assist with quality checks and audits of document databases, identifying and correcting any anomalies
• General document control activities such as photocopying, scanning, quality checking of metadata and documents
• Maintain accurate registers and actions lists
• Ensure team compliance with project document control and project document numbering procedures
• Act as focal point for all team document management matters
• Effectively communicate document management problem areas to the project team where necessary
• Provide practical help and first line training support to team members
• Assist with the coordination of document management across the whole project including policies, protocols, and practice

What we can offer you?

• Contributory pensions plan up to 6%
• Discretionary annual bonus
• Health Shield enrolment after 3 months service
• 34 days annual leave (inclusive of bank holidays)

Required Knowledge, Skills, and Abilities

• Proven experience in a similar administration role
• Excellent diary and time management skills
• Strong attention to details, meticulous planning and organizational skills
• High level of confidentiality and discretion
• Self-motivated and used to working in a fast-paced environment
• Competent user of the complete Microsoft Office Suite
• Strong interpersonal skills
• Knowledge, interest, or experience of the construction industry