Project Administrator

Reception

Greet visitors to site & provide refreshments when necessary.

Ensure all site visitors sign in and out of Visitors Book.

Answer all incoming calls and direct or take messages as necessary.

Manage the internal phone system and update telephone lists.

Maintain daily staff attendance records.

Obtain weather reports and place on notice board.

Keep reception area tidy.

Keep notice boards up to date and tidy.

Secretarial

Open, date stamp and reference all incoming mail for dayfile &/or scan to electronic system.

Copy correspondence to the site team as directed.

Distribute Drawings Via electronic system as directed by the PM / DM

Print drawings and update files as necessary

Manage and maintain correspondence register "in and out" & ensure all outgoing contract correspondence is correctly referenced.

Provide secretarial support for the site team, producing letters, faxes, minutes, reports, presentations etc. as necessary.

Maintain Project Directory and filing directory.

Prepare and post all outgoing mail at the end of each day.

Ensure conference room prepared for meetings and cleared after meetings.

Arrange lunches / drinks for meetings

Set up required filing system, file all correspondence and maintain filing room.

Assist in collation of weekly timesheets process.

Assist in the archiving process at the end of the project

Office Management

Manage Stationery and office consumables stock.

Maintain supplies of postage stamps / arrange franking facility if necessary.

Manage floor mat and towel maintenance (on contract).

Arrange repair and maintenance of office machines.

Arrange hire of equipment for presentations as necessary.

Prepare and maintain directory of contacts for the site office services.

Arrange supply of temporary administration services, if required, and provide training.