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Project Administrator

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Job Description

My client are a leading developer delivering major projects throughout the UK. They operate in the new build student accomodation, highrise residential apartments and new build housing sectors. They are a multi-million pound turnover group and a leader in their sectors of the construction industry.

They now have 2 prestigious new build student development schemes in Bristol for which they require an experienced Site Secretary. Both schemes are multi-storey developments across multiple blocks and ultimately are both busy construction project sites. The schemes are being overseeing by a strong team of long-standing operational and commercial staff including a Senior Project Managers, Site Managers and full commercial & design teams.

They now require an experienced Site Secretary to assist the project team in everyday activities.

# This is a fixed-term contract until the completion of the project in questions - circa late August 2022. #

Role Purpose and Summary

Site Secretaries provide administrative support to Project Managers, Site Managers, Construction Directors and site visitors by handling a variety of tasks in order to ensure that all interactions between the organisation and others are positive and productive.

The role is broad and includes a variety of activities including (but not limited to) clerical duties, filing, copying and communications.

Core Objectives - Specific Expectations of the Role

* Undertake clerical and administration tasks as directed by the line manager and colleagues for whom admin support is being provided.
* Answer telephone calls take messages and direct calls to the appropriate person.
* Manage and maintain filing of paperwork and documents so that they are easily accessible and stored in a logical and practical order.
* Maintain accurate records and share information with colleagues where required.
* Undertake data-input activities using office systems and applications.
* Provide photocopying support and document administration (e.g. stapling, binding, mailing).
* Create and maintain the sub-contractor directly ensuring information is easily accessible by the site team.
* Prepare for, attend, and contribute to team meetings.
* Take accurate minutes at meetings as requested by the site team and distribute accordingly.
* Prepare rooms for training, meetings or other events, including arranging refreshments and providing support throughout those events.
* Responsible for the general maintenance and appearance of the site office, including signage of the first aid representative and H&S information.
* Assist with the implementing and managing of COVID secure guidelines on site.
* Assist visitors and ensure all documentation and visitor information is shared and recorded as required.
* Provide the payroll department with weekly records relating to sickness and holidays of weekly paid staff.
* Management of site stationary, including ordering stock when required and monitoring stock.
* Monitoring and management of POD's with site gateman.
* Issue Cleaning up Notices on behalf of Site Manager and forwarding relevant paperwork onto the commercial team.
* Live the brand - Present a professional, conscientious and customer-focussed image of Group productive engagements with customers, clients, external stakeholders, partners and suppliers.
* Promote the brand - Utilise or contribute to the use of innovative, cost-effective and contemporary methods to present, promote, build and market the wider company brand. This includes digital communications, printed materials, signage and other media.
* Follow reasonable management instructions.
* The nature of this role means that it is not possible to describe an absolute, definitive list of duties. The role will be required to undertake other reasonable activities as requested / directed / delegated by the line manager and other colleagues.

Training & Qualifications

* Level 2 or 3 qualifications (e.g. GCSE or NVQ) OR equivalent experience in a relevant / related field. - Essential

Knowledge & Skills

* Ability to use Microsoft Office Applications - Essential
* Able to follow set instructions and work within set timeframes - Essential
* Ability to manage time and work effectively - Essential
* Strong communication skills (written and verbal) - Essential


* Experience of working within administration or customer services - Essential
* Experience of providing good customer service to a variety of stakeholders (internal and external) - Desirable
* Experience of working on site or within an industrial environment - Desirable

Sorry, this job has now been closed and will no longer be taking applications.

Please visit the main job board to see all our current jobs.