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Site Administrator / Document Controller

June 29, 2018 | Comments Off on Site Administrator / Document Controller

Title: Site Administrator / Document Controller

Salary: Competitive salary plus matched pension up to 7.5% (totalling 15%), numerous retail discounts, 2x share schemes and up to 10% off new Kier homes

Location: Thorpe Park, Leeds

The role: Kier Construction Northern is looking to recruit an Site Administrator / Document Controller who will report to PA/Office Manager. The successful post-holder will be responsible for providing administrative support to operations and management team.

Role profile to include but not limited to:
  • To be the initial contact for clients and visitors to raise the company's profile, to make the client / visitor feel welcome / at ease, whilst initiating contact between client / visitors and employee. Responsible for "Meet and Greet" of all visitors / clients to the site.
  • Responsible for answering the telephone/mobile phone and be the initial contact for telephone callers to communicate efficiently between caller and appropriate employee / respondent (this applies to internal calls also), take messages and pass on accordingly.
  • Responsible for chasing Sub-Contractor documentation and contracts and updating the Procurement data sheets accordingly. Liaising with Sub-Contractor Administrator.
  • Ensure lockdown procedures for the office are adhered to (liaise with security).
  • Keep records for Temporary Staff working hours and undertake headcount for the project.
  • Ensure housekeeping is maintained in the office (liaise with Cleaning Contractors).
  • Ensure all private and confidential work is kept locked away (Commercial Managers must be responsible for their own lockable cupboards for Phased documents. Contents list to be maintained by Site Administrator).
  • Keep an up to date register of any complaints received.
  • Goods Receipting materials and Plant Hire register to be updated and maintained.
  • Dealing with all invoices on Hold and resolving.
  • Liaising with Kier Environmental Department in relation to site facilities.
  • All site diaries to be updated and maintained.
  • Supply Chain Health and Safety files collate and review.
  • Maintain and update SUSA records on site and issue weekly update to Head Office.
  • Responsible for ordering stationery and consumables, PPE as requested by Site Managers and keep up to date records of same.
  • Management of meeting rooms and meeting schedules, including meeting room diary to reduce any over bookings or delays in meetings.
  • Manage the holiday chart in order for Senior Management to approve / plan ahead
  • Provide typing support to the Team.
  • Take food orders for meetings (approval by Senior Manager) and arrange teas / coffees / lunches for meetings.
  • Responsible for updating staff and phone lists and informing head office of any changes.
  • Responsible for maintaining the appearance of the Reception area to present the Company's high-profile image (plants, up-to-date magazines / brochures, etc.) Ensure Kier branding is present, liaise with the CSR Manager.
  • Responsible for monitoring the whereabouts of all personnel by maintaining a movement chart.
  • Logging and reporting of Defects and Incomplete Works identified by Site Managers using the data capture system.
  • Collate the Site Managers daily records (there may be a few Managers responsible for different areas/contractors) and produce a daily record for the whole site (this could also act as a reminder to the Site Managers to produce/issue). Ensure that weekly update photographs are taken and issued accordingly.
  • Work closely with the CSR Manager in the collation of the Considerate Constructors Scheme file, registering the site on the Considerate Constructors Scheme and ordering all Considerate Constructors Scheme signage and Kier branded signage and items.
  • Document Control and manage 4P Establishment and maintenance of the project's filing system (paper and electronic).
  • Hard copy construction issue drawings to be organised.
  • Ensure latest drawings are filed correctly.
  • Upload documents to Kierdoc.
  • Emails filed on Kierdoc (via project email address).
  • Spot check that the computer files are being saved correctly.
Key Skills and Qualifications:
  • Previous administrative experience
  • Must be IT literate with understanding of Microsoft Word and Excel
  • Efficient and professional approach with the ability to multi-task
  • Possess strong communication, organisational and time management skills
  • General willingness to be helpful, enthusiastic and flexible
  • Able to work as an individual and as part of a team
About Kier:
Kier Group plc. is a leading construction, property, residential and services group which invests in, builds, maintains and renews the places where we work, live and play. We operate globally across a range of sectors including defence, education, health, housing, industrials, power, transport and utilities. Listed on the London Stock Exchange, we are a constituent of the FTSE 250 Index.

With a network of 88 UK offices Kier offers national coverage across all of its core activities. Employing 22,000 people, Kier has the financial strength and technical expertise to undertake some of the most significant construction, civil engineering and service contracts in the country.

Kier is an equality and diversity employer
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