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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
* 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
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)
* Annual leave entitlement of 30 days including public holidays
* Ongoing training and personal development opportunities
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