Construction Site Administrator

3 months ago

Marlborough, United Kingdom RW Armstrong Full time

This role requires having a Right to Work in the UK, RW Armstrong is unable to provide UK Visa Sponsorship.

Please note: This role is for a Fixed-Term Contract of 18-months.

**RW Armstrong - Large Projects Division**:
RW Armstrong is a family business with over 65 years’ experience working on some of the finest properties in the South of England. As part of our Basingstoke Large Projects Division, you will be joining a highly experienced and close-knit project team to complete large scale projects of high value and complexity. You will be based predominantly on site, with a typical project duration of 1-3 years. From new builds to period refurbishments upwards of £10m in value, no two of our projects are the same and you will be given the opportunity for continual challenge and growth.

**JOB PURPOSE**

To provide an efficient and effective administrative and document control service to the Site Team, ensuring the demands of the business are met and high levels of attention to detail is maintained at all times. Work collaboratively with the Administration Group and the Business Administration Manager to implement consistent practice and efficient delivery of all relevant administrative support functions.

**MAIN RESPONSIBILITIES**
- Main point of contact for administration purposes for the site project team
- Manage project drawings process, tracking and issuing to relevant teams
- Writing and distributing meeting minutes
- Document control; managing all drawings and documentation through Deltek construction software
- Contribute to organisation of site team functions such as team Christmas events

**PROJECT PRESTART**
- Create and populate New Project Form, enter onto Contract Tracker and chase outstanding information
- Initiate Start of Project Processes
- Set up new construction projects on the company server and regularly monitor and maintain the orderliness of these project folders
- Prepare the Site Manager site starter packs for new projects
- Compile and distribute site safety packs, information and notices including laminating signs for sites

**PROJECT CONSTRUCTION PHASE**
- Organise and set up onsite meetings, including the preparation of refreshments
- Attend DTMs and Project Meetings, taking notes, writing up minutes and distributing to project team
- Manage Design Team and Subcontractor Drawings process;
- Register and issue Design Team Drawings
- Manage Subcontractor Drawings approvals process, logging feedback and issuing on approval
- Identify potential cost implications of new drawings, alerting QS team accordingly
- Keep RFI and CVI trackers updated, creating and issuing RFI and CVIs as directed by the site team
- Audit and update the company electronic filing system and advise sites of any discrepancies
- Manage the Company’s document lifecycle; setting clear guidance on the retention and destruction of records to ensure GDPR, project, quality and SHE compliance
- Save all VOs and manage VO Summary Tracker
- Send out NDA requests and track replies, updating tracker accordingly
- Send out tender enquiry packages, tracking tenders and maintaining the tender track
- Manage petty cash and onsite utility bills
- Administer ‘SnagR’ including creation of new users, form building, report creation and archiving
- Archive project information continuously, scanning, logging and recording where necessary, in accordance with company archiving policy

**END OF PROJECT**
- Manage End of Project Process, archiving project information, scanning, logging and recording as per company archive policy
- Ongoing collation of information for O&M manuals, structuring and formatting individual documents in order to hand over final manual at project completion or work with external outsourcing agency to collate the information

**KNOWLEDGE, SKILLS & BEHAVIOURS**
- Previous knowledge or experience of working in the construction industry essential
- Excellent levels of literacy and numeracy
- Previous proven administration experience supporting project teams in a fast-paced environment
- Able to demonstrate high levels of professionalism when communicating with all colleagues and external contacts
- Excellent document control skills including electronic and paper filing, auditing, and archiving
- Working knowledge of Microsoft Office - Outlook, Excel, Word, PowerPoint, Microsoft Teams
- Able to adapt to changing needs and priorities
- Effective organisational skills
- Able to work with accuracy and excellent attention to detail
- Proactive and able to work independently with a ‘can do’ attitude
- Flexible and willing to learn new processes and procedures
- Able to handle confidential information with discretion and understand GDPR requirements

**WORKING HOURS**
- 39 Hours per week
- Working 08:00 to 17:00 Monday to Thursday and 08:00 to 16:00 on Fridays, with a 1-hour unpaid break each day

**BENEFITS**
- 22 Days Holiday, plus Bank Holidays
- UK Healthcare Cash Plan
- 5 Days Company Sick Pay
- Standa

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