Site Secretary/document Controller

5 days ago

Edinburgh, United Kingdom Downing Full time

**Site Secretary / Document Controller**

**Edinburgh**

**Full-time, Permanent**

**Competitive Salary**

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

**Hours of Work**:

- Monday to Friday, 7.30am - 4pm (potential room for flexibility)

**Benefits**:

- Competitive salary
- 20 days holidays plus Bank Holidays
- Contributory pension
- Life Assurance

**Job Types**: Full-time, Permanent

**Benefits**:

- Company pension
- Life insurance

Schedule:

- Monday to Friday

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