Responsibilities
In this role, you will be working closely with and supporting a team of surveyors by providing proactive and accurate administrative support to optimize workflow procedures, including scheduling, correspondence, human resources, and meetings.
Your role will involve taking responsibility and ownership of email correspondence, requests for information, project management, deadline compliance, and handling important documents and files. You will coordinate responses, assign tasks, and maintain electronic systems.
You should be a team player with excellent customer service skills and a can-do attitude.
Additional responsibilities include:
1. Preparing and issuing meeting agendas, conducting research for meetings, minute-taking, and following up on actions.
2. Organizing, scheduling, and attending face-to-face and Teams meetings as appropriate.
3. Drafting contractor certificates and notices prior to formal approval and issuance.
4. Booking travel arrangements, including flights and accommodation, and coordinating access for inspections and external surveyors.
5. Obtaining quotations from consultants and assisting with organizing on-site works where relevant.
6. Running and maintaining a digital workspace, ensuring documentation is current and accessible to all parties.
7. Assisting with updating and circulating construction programmes for multiple projects.
8. Maintaining electronic filing systems in compliance with ISO 9001 regulations.
9. Liaising with business clients.
10. Compiling information for monthly reports to clients as required.
11. Managing project-specific diaries and email correspondence.
12. Processing sub-contractor invoices and taking appropriate actions.
13. Overseeing administration of collateral warranties and contracts.
14. Ensuring that contractual insurances are up-to-date and valid, maintaining a tracker document.
15. Checking that H&S and O&M Manuals provided by contractors are complete and ready for client handover.
16. Managing professional fees, creating, and issuing invoices monthly.
17. Performing general office duties such as typing, filing, printing, and maintaining trackers and logs.
This list is indicative; additional duties may be assigned as needed.
**Person Specification:**
* Minimum of 5 GCSEs at Grade C/5 or above, including English and Mathematics.
* Previous administration, secretarial, or project management experience, ideally within construction.
* Proficient in Microsoft Office.
* Ability to manage own time and workload effectively.
* Keen eye for detail.
* Typing speed of 60 wpm is desirable.
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