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Site Administrator

4 months ago

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 day-to-day 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
- On-site 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