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Site Administrator

3 months ago

London, Greater London, United Kingdom Barhale Full time

Site Administrator

The Role:


The Site Administrator you will be responsible for providing accurate and efficient administrative and secretarial support to the Project Delivery team.


Key Responsibilities:

Key Accountability and Responsibilities

  • Maintaining and updating information and records such as site registers, drawings using SharePoint
  • Receiving, capturing, collating and distributing information
  • Document and revision control
  • Supporting and recording change control
  • Scheduling visits and meetings
  • Assist with meeting minute taking as requested and distribution of notes following on from the meeting
  • Coordinate mail and courier package distribution, photocopying, opening mail and alerting team members of urgent or important matters
  • Creation of letters and reports
  • Telephones messages
  • Office management and general clerical duties
  • Dealing with queries, complaints, and requests for information
  • Assisting in training coordination
  • Assisting and coordination in project onboarding for new personnel
  • Enabling and maintaining communications between project team members and other stakeholders
  • Assisting in the preparation of weekly and monthly reports
  • Supporting site management with daytoday site activities such as booking deliveries
  • Work related to the company's corporate social responsibility (CSR)
  • Providing support to the commercial and planning team as required
  • Liaising with clients
  • Briefing project teams, contractors and suppliers
  • Ensure all data entered into Site Diary is accurate
  • Order and maintain stationary supplies and other miscellaneous office items required on site
  • Establish and maintain efficient filing and archiving system
  • Coordinate PPE requirements and distribute accordingly
  • Assist the HSE team in maintaining all necessary safety requirements on site, where required
  • Update project site board with company newsletters etc.

Collaborative Working

  • Build collaborative working relationships within the project team, the Clients team and with the wider supply chain to enhance efficiencies and Barhale's reputation on the project
  • Challenge existing processes to improve the flow of information between the project teams

Audit and Governance

  • Ensure project communications/administration systems comply with internal and contract governance standards

Key measures & targets:

  • Maintain an effective administration process for the project
  • Ensure 3 Pillar KPI measures are met

Key relationships:

  • Internal team discipline managers
  • Client's project team
  • Key supply chain representatives

Person Specification:

Essential

  • Previous administration experience
  • Proficient with Microsoft office packages (Word/Excel/Outlook/PowerPoint)
  • Ability to multitask
  • Strong written and oral communication skills
  • Proactive approach to work

Desirable

  • Knowledge of EDMS systems such as SharePoint

Job Types:
Full-time, Permanent

Benefits:

  • Company pension
  • Free parking
  • Onsite parking

Schedule:

  • Monday to Friday

Supplemental pay types:

  • Yearly bonus

Experience:

  • Customer service: 1 year (preferred)
  • Administrative experience: 3 years (preferred)
- working with
Microsoft Packages: 3 years (preferred)

  • EDMS systems (i.e.
SharePoint): 1 year (preferred)

Work Location:
In person

Reference ID: 344/301