Overview
We have an exciting new opportunity at PCE for a Construction Site Administrator to work as part of our Projects team. The Construction Site Administrator is responsible for overseeing all site administration on a project. They also remotely support projects with their HSE documents and uploading to Asite and provide support and training to all site-based end users of Asite in order to help in driving change to make everyone's usage of Asite in line with WGLL & the AFSM. They support the Project Director and Project Manager in making a project compliant with all document administration and making sure that it is current and up to date, whilst working very closely with the BST, communicating any feedback and relevant information from site regarding Asite and systems in place. Always looking to work smarter and work towards streamlining all systems.
Contract
Temporary, Full Time
Location
The Construction Site Administrator will be based at our project in Glasgow, Scotland
RESPONSIBILITIES
* Project support
o Participate and support the project teams in project and programme planning and progress meetings. Take meeting minutes where required
o Take meeting minutes in project meetings, in line with PCE's process
o Supporting on addendums to Method Statements
o Support and management of site personnel accommodation utility bills
o Book meeting rooms, organise refreshments, site passes, and parking where required
o Support absence management by reporting daily absences via PCE's absence email
o Work with HR to support site employees on the use of The Hub, Exelsys and Office365
* Project Documentation
o Uploading project documentation to the client platform, from Asite.
o Ensure all safety paperwork is completed and returned within expected timeframes
o Ensure all safety paperwork is scanned and uploaded to Asite within expected timeframes
o Ensure that the client receives copies weekly
o Upload delivery tickets to Asite
o Manage the return of the delivery notes from Slingers
o Populate site office noticeboards with information provided from construction admin and as directed by the PM
o Ensure site office noticeboards are kept up to date with the latest information (Labour, Site operative of the month, Site holidays from shared calendar via hub employee portal)
o Manage stock of stationery / cleaning equipment etc for site office
o Support Operations Team by managing the receipt of non Asite related deliveries
o Booking in deliveries on Client system
o Support with the collation of Right to Work (RTW) documents as required for subcontract labour
o Manage the coordination of all required site inductions, including required inductions and PPE for visitors
o Managing the closedown of site office in regard to return of all PCE owned items
o Ensure stock of all stationary equipment is acceptable, including required office refreshments
* Auditing
o Auditing Asite ensuring project documentation is to the required standard and in line with process and procedures and the Asite Filing Structure Manual (AFSM).
o Conduct audits of Project Document Management System (Asite) to ensure it is utilised by the project team and in line with the Asite Filing Structure Manual
o Daily audit to ensure everyone on site is signed in and has completed Novade briefing to be sent to BL/JK
o Monthly auditing to ensure competencies, medicals and right to works are in date
o Reviewing and verifying Right to Works details
* Processes and WGLL
o Support projects with creation and implementation of working processes and task specific WGLL.
* Project O&M Manual
o Collation of required content for O&M Manual
* Asite
o Ensure all project daily diaries are closed out for the previous week
o Ensure all project HSE Briefings are closed out for the previous week
o Order and allocation of PPE and upload of handover forms to Asite
o Upload delivery tickets to Asite
o Manage the return of the delivery notes from Slingers
* Crew Related Tasks
o Daily distribution of Build Packs
o Weekly Safety Paperwork - distribute for completion, manage return, check for accuracy and upload to Asite
o Site Inductions
+ Manage the return of delivery notes from Slingers, to be then uploaded to Asite.
o Support and management of site personnel accommodation utility bills
* General Admin
o Supporting on addendums to Method Statements
* MSite
o Set up of Msite Mini on site at the start of a project
o Sorting out any mini-issues with Msite support or reporting issues asap to head office
o Add new employees/subcontractors to site
o Send induction links project specific
o On day 1 with CM/SM/HM ensure profile is complete, correct roles are allocated, all competencies are loaded and right to work is uploaded and verified
o Reporting to HR any issues with Right to works
o Daily audit to ensure everyone on site is signed in and has completed Novade briefing to be sent to BL/JK
o Removal of leavers from site (just need to have site removed not profile)
o Monthly auditing to ensure competencies, medicals and right to works are in date
o Liaising with subcontractors/employees to provide updated details when required - Update expiring competencies, medicals and right to works
o Ensure Mini is returned to Head office at the end of a project
* Key External Relationships
o Client - ensure the client experience of project management/admin is a positive one, represents PCE in a professional manner at all times
REQUIRED SKILLS AND BEHAVIOURS
* Excellent communication and interpersonal skills
* Proficient in Microsoft Office Suite and basic office equipment
* Ability to multitask and stay organised in a fast‑paced environment
* Friendly and positive attitude
* Good understanding and insight of Asite
* Comfortable working in a highly busy environment
* Contribute as part of a Team
* Strong written and verbal communication abilities
* Discretion and confidentiality in handling sensitive information
* Ability to work to tight deadlines and see a job through to completion
* Ability to use own initiative where required to complete tasks
* Ability to challenge in the right manner to ensure that we are working efficiently and effectively
* Proactive
* Work in line with our 4 behaviours - Humble, Honest, Hungry Smart and People Smart
EEO Statement
All applicants must have a legal right to work in the UK.
PCE Ltd is an equal opportunities employer.
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