Job Summary At SG Elite Ltd, we are driving innovation within civil engineering across the UK and Ireland. With a strong focus on the railway sector, we are proud to deliver high-quality infrastructure projects which help shape and positively impact communities and industry.
We are now seeking an experienced and enthusiastic administrative assistant with a "can do" approach to ensure the smooth operation of our Belfast City Centre office. This role involves a variety of tasks and responsibilities which will help the team stay organised, on track, effective and efficient.
Key Accountabilities
Office Management
Maintaining and organising office files, both physical and digital
Managing office supplies and inventory
Coordinating office maintenance and troubleshooting equipment issues
Answering phones and managing calls
Mailbox Management
Scheduling and Calendar Management
Scheduling and organising internal and external meetings, appointments, and interviews
Coordinating team schedules for project timelines, meetings with clients, and field visits
Organising travel arrangements for staff, including hotel bookings and transportation
Document Preparation and Management
Drafting, proofreading, and editing correspondence, reports, proposals, and other documents
Ensuring that all project documentation is filed properly for easy access (plans, specifications, reports)
Assisting with contract preparation, subcontractor agreements and project plans
Project Support
Helping track the status of ongoing projects
Reviewing incoming project documents or proposals
Assisting directors and project managers with data entry, reports, and project timelines
Organizing meetings for project updates, coordinating tasks for the project team
Preparing reports for project managers or clients
Updating and maintaining project schedules and timelines
Creating purchase orders and ordering materials/ PPE / office supplies etc
Client and Vendor Communication
Acting as the point of contact for clients and vendors
Responding to client inquiries, answering calls, and following up on issues
Assisting with billing and invoicing
Financial Support
Assisting with budget tracking, preparing invoices, and keeping accurate financial records
Helping manage accounts payable and receivable
Preparing expense reports for team members
Compliance and Legal
Ensuring compliance with safety regulations and other industry standards
Keeping track of required certifications and licenses for staff and equipment
Skills, Qualifications & Experience
Skills
Organizational Skills: Strong ability to manage multiple tasks simultaneously and prioritize effectively
Communication Skills: Excellent written and verbal communication for client interaction, correspondence, and team coordination
Attention to Detail: Ensuring that all documents, schedules, and project details are accurate
Technical Skills: Proficient in Microsoft Office/Microsoft 365 and familiarity with, or willingness to learn additional software packages ( Xero financial software/ Paperless Construction)
Time Management: Being able to meet deadlines while juggling multiple responsibilities
Problem-Solving: Ability to handle unexpected issues and resolve them quickly
Qualifications
Candidates must hold GCSE Maths and English at grade C or higher or equivalent qualification
Experience
At least 2 years experience of working in a busy office environment
Desirable experience
Previous experience in the Construction or Civil Engineering Industries would be an advantage
Previous experience supporting in a finance capacity would be an advantage
Hours
Monday to Friday (38 hours per week)
Benefits
Competitive Salary
Annual leave entitlement of 30 days including public holidays
Ongoing training and personal development opportunities