Project Site and Office Administrator

1 week ago


Guildford, Surrey, United Kingdom Tate Full time

Project Site and Office Administrator
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Start date: Immediate:

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Salary: £28k-£30k:

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Hybrid Hours:
Mon to Tues office based, Fridays working from home
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Free Parking:

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Based in Guildford
Our client has an
urgent requirement for an experienced Project Site and Office Administrator.

You will provide varied administration support to the Guildford office, project sites and specifically to the After Care Team. To also provide basic support to two Directors and champion the new hire induction and starters/ leavers processes.

Duties will include the following:

After Care support:

  • Project Healthcare Reportupdating data on Project Healthcare schedule
  • Attendance at AC Meeting, taking notes and updating all related schedules according to updates provided by meeting attendees
  • General Admin ad hoc general admin support for Project Managers (including preparation of works schedules etc.).

Security Clearances

  • Process security clearances to assist the Security Vetting Team at Group level.

Administration duties

  • Management of the Archiving process
  • Provide support with events management including preparations for awards throughout the year.
  • Reception duties, meet and greet and answer telephones/ post in/out/ couriers.
  • Booking meeting rooms and catering as required.
  • Provide general administration assistance to the Guildford office, Directors and PA/ Office Manager.
  • Any associated duties or ad hoc projects as directed by the PA/ Office Manager.
  • Provide office charity initiatives support.
  • Processing of company procurement cards (reconciling statements with invoices/receipts).
  • Management of office groceries orders.
  • Answering the MS Teams main office line (afternoons or mornings only)
  • Managing the Admin inbox

New Hires/ Leavers Process

  • Own the new starter admin process which includes requisition & appointment/ IT/ car forms and liaison with the HR Hub to confirm start dates.
  • Own the leaver process in terms of completing leaver/ IT leaver/ vehicle condition forms.
  • Maintain Personal Development Review tracker and provide timely reminders to Line Managers to ensure these are carried out according to the schedule.
  • Maintain the 6 and 12 week review tracker and provide timely reminders to Line Managers to ensure these are carried out according to schedule.

IT Management

  • Ordering and management of IT equipment and phones to make sure Managing Director signs off the requests.
  • Working with Group IT Procurement to monitor the IT Asset register held centrally by IT to ensure it is correct.
  • Monitor the list of company tablets to ensure these are returned when employees leave.
  • Fieldview tablet and account management assistance (A cloudbased project management tool for site teams to manage documentation)

Health & Safety

  • Owning the Display Screen Equipment assessment process and assisting with any resulting remedial action. Training will be provided.
  • Pulling together of the monthly Health & Safety Board report in conjunction with H&S Advisor
  • Keeping the tracker for the Site Appointments Register
  • To act as a Fire Marshall (training will be given)

Requirements:

  • Solid experience in a busy Admin role is a must.
  • Excellent interpersonal & relationship building skills.
  • Strong Microsoft Office experience (especially Excel).
  • Excellent verbal and written communication skills.
  • High level of attention to detail with strong organisation and prioritisation skills.
  • Ability to engage with people and drive a "can do" culture across team and business unit.
  • Confident and approachable.
Tate is acting as an Employment Business in relation to this vacancy.

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