Administrative Support Specialist

2 months ago

Kent, United Kingdom United Living Group Full time

Job Summary

United Living Group is seeking an experienced Administrative Support Specialist to provide day-to-day administration support to our regional teams. As a key member of our team, you will be responsible for ensuring the smooth operation of our administrative functions, providing exceptional support to our colleagues, and contributing to the success of our business.

Key Responsibilities

  • Ensure compliance with United Living Group's HSE&Q standards, operating processes, company policies, and legislative requirements.
  • Learn and understand the United Living Group way of working, ensuring that processes are complied with and adopted into daily disciplines.
  • Provide a comprehensive administration service to all projects, offices, and departments as required.
  • Create and maintain office systems, including site files, health and safety files, and associated documentation in line with company procedures.
  • Prepare and format documents in Word, EasyBOP, and Excel for presentation or reporting purposes as required.
  • Manage the survey function on EasyBOP during the pre-works period, highlighting potential issues in good time.
  • Produce weekly summary reports on current project status for the pre-works period, highlighting potential issues.
  • Communicate with residents by letter or telephone to make appointments and obtain waivers from residents refusing all or certain elements of the works at survey stage.
  • Liaise with clients to resolve problems or issues at the earliest opportunity.
  • Filing, scanning, and uploading of documents during pre-works, works in progress, through handover period to practical completion, ensuring hard copy documents related to the project are archived in accordance with the Company's Document Management System.
  • Compile and produce project-specific Health and Safety Files and O&M manuals as required.
  • Keep up-to-date property notes on EasyBOP to ensure the latest information is available to the project team.
  • Assist in the production of site literature.
  • Provide support as required to members of the Division.
  • Maintain the Divisional Archiving system in accordance with company procedures.
  • Ensure the registering, issuing, scanning, and filing of documents.
  • General office duties.
  • Undertake the archiving of completed documents as required.
  • Any other duties as assigned.

Requirements

  • Proficient IT skills, particularly Microsoft Office, Excel, PowerPoint, and Outlook, and a willingness to extend knowledge on software packages further.
  • Well-organized with good time management skills.
  • Strong written and oral communication skills.
  • Previous experience in a similar administration role.

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