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Site Secretary

  • Salary: Up to £12.00 per annum + 12 month Contract
  • Location: Oldham, Greater Manchester
  • Job type: Permanent
  • Sector: Construction
  • Job reference: BBBH380741

Job description

  • General reception duties, first point of contact for visitors and new starters
  • Generating and distribute Day Files - sorting correspondence (Letters / Faxes / emails)
  • Manage a site email account
  • Answer telephones and take full messages
  • Ensure the site offices are kept clean and tidy
  • Ordering the stationery and other office/ site basics via COINS
  • Implement the Office Systems including training and administration. (COINS / WIN / 4Projects / UKCG)
  • Ensuring that the management of general administration is coordinated on a daily basis to ensure that your office runs smoothly and all paperwork is kept accurately filed and stored resulting in a tidy office / environment.
  • Plan, organise and where appropriate implement functions/events/conferences.
  • Assist the site team by typing of correspondence / Reports / Meeting Minutes, photocopying, faxing, etc
  • Take minutes, at meetings, transcribe and present them back to the Project Manager and Members of the Meeting accurately and in an appropriate format.
  • Preparation and distribution of all papers, in advance of the meeting, so that all attendees are able to prepare and have the relevant paperwork so that the meeting runs smoothly.
  • Responsible for administration of office procedures
  • Manage the Site Photos uploading / approval process (4Projects)
  • Administration of WIN Snagging Database
  • Manage the Health and Safety, as well as the Quality documents and Registers (COSHH / Method Statements / Toolbox Talks / Induction / Inspection and Test Plans / Document Transmittal Register)
  • Raising Material Requisitions (COINS) as well as the GRN process
  • IT Co-ordinator for the site team
  • Attending to tea and coffee for principal meetings
  • Managing the Holiday planner and meeting room bookings
  • Keeping the Project Directory up to date with all subcontractors details
  • Assist the site team with Site Set up and Decommissioning
  • Archiving at the end of the Project

Additional Duties (Dependant on the size and requirements of the project):

  • Ordering of Drawings through 4Projects for printing
  • Issuing for drawings through 4Projects
  • Administrative Check on Subcontractors Drawings on 4Projects
  • Ensure the Site Team and Contractors working on site have the latest design information
  • Assist in the preparation of the Operations and Maintenance Manuals for Handover
  • Upload Design Comments onto 4Projects and notification to parties involved
  • Manage the Site Managers File (If process is followed on site)
  • Issuing Packages (Drawing Packages) to Subcontractors through 4Project
  • Manage Technical queries register and report or chase outstanding
  • Carry out Audits on 4Projects (never your own)
  • Assist Subcontractors with uploading to 4Projects
  • Sent out invitations via 4Projects to new users
  • Manage the security of 4Projects - Levels of access

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