Description
Freelance Site Administrator
York, North Yorkshire
Start: ASAP
Duration: 9-10 months
THE ROLE:
To provide clerical support to the project team, responsible for all administration and reception duties.
RECEPTION DUTIES
•Answer all calls efficiently and courteously to represent the business in a professional way
•Take accurate messages and pass these on as quickly as possible.
•Greet all guests in a friendly, professional and courteous way.
•Ensure signing in procedures are adhered to by all who visit site.
•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.
•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.
ADMINISTRATIVE DUTIES:
•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, i.e. presentations, submissions, reports,
•Keep accurate and up to date records of telephone lists, holidays, sickness, HSEQs documents.
•Maintain QA procedures.
•Responsible for the upkeep of the filing system.
•Keep noticeboards up to date: safety/marketing/company announcements.
•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.
•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 initiative
•Able to prioritize tasks effectively
•Time management
•Able to work under pressure