Site Administrator - York Station Gateway (Freelance)Role
To provide clerical support to the project team, responsibile for all administration and reception duties.Key Responsibilities Receptions duties, including:
- Answer all calls eddiciently and courteously. Take accurate messages and pass these on as quickly as possible.
- Greet all guests in a firendly, professional and courteous way, ensure signing in procedures are adhered to.
- Maintain the reception/visitors area ensuring that it is tidy at all times, monitor parking/advise if vehicles need to be moved.
- Monitor the security i.e. alarms, keys and access to the building.
- Deal with the incoming and outgoing post, and ensure it distributed correctly, quickly and in accordance with QA procedures.
- Be an ambassador for the company at all times i.e. smart appearance, image, and confidentiality.
- Meeting room management and meeting hospitality.
- Handle deliveries and keep organised delivery notes.
- Managing an updated contact list for the site.
- To administer the operation of a sign in process for fire safety purposes.
Administration duties, including:
- Responsible for site office set up and ongoing forms: filing system, spreadsheets, sign in sheet, project-specific forms, etc.
- Instigate systems for smooth running of the site administration.
- Preparation and distribution of high quality documents, e.e. presentations, submissions, reports, site signage, minutes, etc.
- Keep accurate and up to date records of telephone lists, holidays, sickness, HSEQs documents.
- Maintain QA procedures.
- Responsibile for the upkeep of the filing system.
- Keep noticeboards up to date: safety/marketing/company annoucements.
- Keep stock of and order cleaning supplies, stationery and copier suppliers
- Keep stock of , issue to site team, and order PPE.
- Collate, prepare and follow up for information on monthly/weekly progress reports, with tight deadlines.
- Processing induction forms, RAMS, permits to work and toolbox talk documentation.
- Monitor expired CSCS cards, etc and report to Site Manager.
- Collating daily labour returns.
- Flexibility in handling other administrative needs of the project team.
- Assist with chasing subcontractors for close out of snagging items.
- Assist with O&M collation and archiving.
- Uploading documents to VFP.
- Possible cover for document controller.
Experience & Skills- Diligent and reliable
- Pride in work
- Interest in wider project and industry
- Able to communicate with all levels of stakeholders
- Helpful and flexible
- Uses own initative
- Able to priotise taks effectively
- time management
- Able to work under pressure
Underpinning Training & CPDRequired
- Proficient in all Microsoft Office programs
Desirable
- Proficient in using the Document management system Viewpoint for Project (VFP).
Our vision is to dedicate ourselves to Building Excellence, delivering constantly high-quality projects exceeding our client’s expectations. Our people are at the heart of our success. We have ambitious growth plans and are looking for talented individuals to help us reach our plans. We are a fast-paced, fun and collaborative organisation, with sites and offices across Ireland, the UK and Europe.