Site Secretary

2 weeks ago


Edinburgh, United Kingdom Downing Full time

**Site Secretary / Document Controller**

**Edinburgh**

**Full-time**

**5 Month FTC (Potential to be extended)**

For over 30 years Downing have developed and managed award-winning accommodation and commercial buildings for a range of blue-chip companies, central government departments and leading universities. We are currently working on our largest scheme yet, with a range of impressive upcoming developments in our pipeline.

We are looking for an experienced Site Secretary / Document Controller to join our multi-million-pound Edinburgh development as the company continues its rapid period of expansion. The new development is set to include 323 student bedrooms, 95 private residential properties, and community spaces.

**Key Responsibilities**:

- Communication:_
- Meet and greet visitors to site
- To organise internal and external visitor meetings for site staff
- Manage access control / fob systems
- Responding to customer enquiries
- Liaise with Head Office, Accounts and external parties
- Administrative:_
- Taking Minutes in meetings and typing / distributing when required
- Answering the telephone; dealing with routine enquiries, taking and fielding calls as appropriate
- Processing and distributing mail and dealing with outgoing mail
- Maintain accurate records of delivery notes / plant returns and timesheets
- Manage / log accurately all PPE equipment issues / borrowed
- Recording the status, issue and location of all controlled documentation including drawings
- Compiling the relevant information to produce Progress Reports, Schedules of Required Information and Procurement Schedules for distribution.
- Managing document filing and archiving systems using the electronic and in-house filing system
- Document printing and distribution to all departments and subcontractors.
- Recording office expenditure and managing the site office budget and petty cash
- Maintaining supplies of stationery and equipment
- General Support:_
- Supporting Managers and Site Staff
- Keeping the office in a clean and tidy manner and organising maintenance call-out as and when for office equipment
- To organise refreshments for meetings and visitors

**Key Requirements**:

- Previous experience working as a Site Secretary / Document Controller within a Construction environment.
- To have knowledge of Site Safety and Site Quality System and update Health and Safety Policies as requested and ensure they are distributed
- To have a working knowledge of Microsoft Office and Outlook and undertake routine IT and administrative tasks
- Previous experience working on large scale, multi-build construction projects
- Excellent organisational skills with attention to detail
- Strong communicator

**Job Types**: Full-time, Fixed term contract
Contract length: 5 months

**Benefits**:

- Company pension
- Life insurance

Ability to commute/relocate:

- Edinburgh: reliably commute or plan to relocate before starting work (required)

Work Location: In person



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