Overview
Placed within the construction interior fit out sector, we are seeking a motivated, organised and detail-oriented Administrative Assistant to join our team.
The successful candidate will work within a fast paced, deadline driven environment to provide support in completing day-to-day administrative tasks, providing essential support to all office and site based team members.
The role ensures that all communications, documentation, financial administration, and filing systems are managed accurately and efficiently to facilitate successful project delivery.
Key Responsibilities
Office administration and communication
* Manage relevant incoming and outgoing emails and telephone communications for business operations.
* Accurately save, organise, and distribute emails relating to projects, costs, drawings, and Health & Safety.
* Maintain the central cloud-based filing system and ensure information is shared with relevant team members.
* Support the project team while out of office by relaying and responding to communications as instructed.
Filing and document control
* Set up and maintain general office administration files, including purchase orders, invoices, and company order records.
* Manage project files covering scheme specific information such as meeting minutes, variations, drawings, Health & Safety documentation etc.
* Establish and maintain site files, including drawings, Health & Safety documents, standard forms, and site-specific records.
Permits and site co-ordination
* Effectively communicate over phone and email to arrange and manage permits with necessary key stakeholders as required.
* Liaise with key stakeholders to ensure all required documentation is issued and receipted in good time for proposed works to take place.
* Timely coordination and booking in of deliveries and collections to adhere to deadlines imposed.
Procurement & supplier management
* Place orders with suppliers and subcontractors as instructed.
* Set up and maintain supplier accounts as required.
Maintenance works administration
* Support project management team in managing all administrative tasks related to reactive and planned maintenance workstreams.
* Update work portal notes, maintain logs, and coordinate client specific booking in procedures.
* Produce reports within set time constraints to accurately convey works completed as part of maintenance works.
* Monitor Key Performance Indicator criteria and ensure / influence adherence to KPI's to maximise scores within individual workstreams.
Person Specification
Knowledge and Experience
* Some experience in an administrative, office, or coordination role including internships, apprenticeships, or transferable experience
* No prior construction experience required, but an interest in construction or interior fit-out is important
* Understanding of professional behaviour when dealing with clients, landlords, and suppliers
Skills and Abilities
* Good organisation skills, ability to manage multiple tasks, diaries and appointments
* Clear, confident and polite communication skills, both written and verbal, dealing with a wide range of people
* Ability to receive, interpret and convey complex information in both written and verbal forms
* Ability to follow instructions and work to deadlines within a fast-paced environment
* Excellent attention to detail and accuracy
* Appetite to develop personal skillset to take on further responsibilities over time
IT & systems
* Computer literate, good knowledge of Microsoft Office packages; Outlook, Excel, Word (Essential), and experience of Mac software packages; Pages, Numbers (Desirable)
* Experience in the effective use of email, shared folders and basic document management with the ability to quickly familiarise with various online portal systems.
Personal attributes
* Reliable, punctual and well organised
* Holds a positive, willing attitude and keen to learn
* Able to work well both independently and as part of a small team
* Calm and professional when busy, handling multiple tasks and maintaining attention to detail at all times
* Conscientious and diligent in nature, taking pride in quality of work output and seeing tasks through to completion
Job Type: Full-time
Pay: Up to £25,000.00 per year
Work Location: In person