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Project Administrator/Site Secretary

  • Salary: Up to £11.00 per hour + £11 per hour
  • Location: Leeds, West Yorkshire
  • Job type: Contract
  • Sector: All
  • Job reference: 384971JSH

Job description

Project Administrator/Site Secretary
Leeds Based
£11 per hour PAYE
Ongoing Temporary Role

Our client is looking for an experienced site secretary to be responsible for all reception, secretarial and office management duties for their project, together with the day-to-day running of the project administration, whilst ensuring that all relevant Company Group & Sector Specific Procedures and Policies are met, in accordance with the Integrated Business Management System.

Duties will include, but are not limited to:

Reception duties:

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 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/Documents Via electronic system as directed by the Project Manager / Design Manager
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, minutes, reports, presentations etc. as necessary.
Provide support in collating National Performance Measure evidence for Project Manager
Log all Close Calls electronically, BGCL and Network Rail systems
Record staff on DataScope system
Attend safety meetings and liaise with Site Safety Advisors
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 clear after meetings.
Arrange lunches / drinks for meetings
Set up required filing system, file all correspondence and maintain filing documents.
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.

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