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Site Administrator

Site Administrator

  • Location

    Sittingbourne

  • Sector:

    Social Housing

  • Job type:

    Temporary

  • Salary:

    Market related

  • Contact:

    Holly Lewis

  • Contact email:

    holly.lewis@buildrec.com

  • Contact phone:

    020 3176 4790

  • Job ref:

    HL_49302

  • Published:

    5 months ago

  • Expiry date:

    2019-04-10

Site Administrator (On-going temp)
Location: Sittingbourne, Kent
Hours: 9:00am 17:00pm, Monday - Friday with 1-hour lunch

To provide an effective administrative service to the site team, ensuring the smooth running of the office and systems, providing full administrative support as required to the entire project team. To utilize the in-house systems in place where possible and to gain full understanding of, implement and adhere to the company SHEQ policy/strategy.

Key responsibilities include:

  • Utilise IT to the full and ensure work is progressed effectively
  • Prioritise workload
  • Maintain confidentiality of private and confidential information
  • Ensure correct internal and external distribution of correspondence
  • Save all typed work to correct file on system e.g. SharePoint, NBH etc
  • Open incoming post, action and distribute
  • Process outgoing post, apply postage ready for collection / drop off
  • Maintain post area in an organised and tidy manner
  • To provide an efficient, courteous and professional approach to all telephone callers
  • To record and convey accurately and at the appropriate time incoming or outgoing messages
  • To take accurate facts and contact details for the recipient of the message
  • To monitor telephone equipment and be fully conversant with all functions of the telephone
  • Greet visitors to the site office efficiently and politely
  • Operate door entry system (if applicable)
  • Ensure visitors to site sign in and out of the office via the Visitors book
  • Receive goods deliveries and inform necessary recipient to ensure prompt removal
  • Carry out filing as per standard filing system, keeping files up to date using the designated company system & any hard copies as required
  • Monitor and review all contract files to ensure procedures are being followed and files are up to date -
  • Stock check (if applicable)
  • Order stationery as and when required, ensuring costs are kept within budget and authorization is obtained from the Contracts Manager / Project Manager / Office Manager for all purchases
  • Issue stationery as required
  • Any other reasonable management request
  • NBH / EPB ensure that client information for handover is collated
  • NBH – prepare resident handover packs
  • NBH / EPB liaise with CDMC where necessary
  • Monitor internal system (data pro) to ensure that issues are resolved in a timely manner by the relevant person
  • Monitor EDMS system to ensure that this is being used effectively
  • Ensure that emails are dealt with appropriately
  • Act as Engie point of contact for all drawing and document control issues
  • Ensure that all information is recorded and retained on central document management system
  • Review and control of document management protocols
  • Archiving historical documentation
  • Assist Design Managers/Co-ordinators and project teams in document management
  • Liaison with the project team for production of information for sub contract enquiries Monitoring document production logs
  • Produce report of information logged and circulate
  • Monitoring of design technical queries
  • Distribution of design information
  • Completion, maintenance and monitoring of records
  • Ensure proper records maintained for document distribution
  • Archive superseded documents
  • Any other reasonable management request
    • Ensure that controlled documents are recorded appropriately (Gas, Elec certs etc)

Experience:

  • Previous administrator experience
  • 4Project efficient
  • Proven experience of working within Document Control
  • Knowledge and experience of Document Management toolsets
  • Strong Microsoft Office experience
  • Experience of working in the construction industry

Skills/ Knowledge:

  • Excellent organisational skills
  • Effectively manage time in order to meet deadlines
  • Ability to work on more than one project at a time
  • Ability to process information from more than one source
  • Professional attitude and approach to work
  • Ability to work to tight deadlines
    • Ability to competently operate MS office (Word & Excel)

Build Recruitment Limited acts as an Employment Business for the supply of temporary workers and an Employment Agency in relation to permanent vacancies. Build Recruitment is an equal opportunities employer.