Site Secretary - London

Location
England, London, City of London
Salary
£12 - £14 per hour
Posted
29 Sep 2016
Closes
27 Oct 2016
Ref
AU290916A
Contact
Recruitment
Job Title
Administrator
Industry Sector
Construction
Contract Type
Temporary
Hours
Full Time

Our client, a leading company within the construction industry, requires a confident, well organised efficient Site Secretary who is able to work as part of a team and on their own initiative on a temporary basis. Your Project Team will depend on you to ensure the efficient running of the Project Office. Your role is to support your team to ensure that they are able to carry out their role.

Responsibilities

  • Manage the administration assistant where necessary
  • Ensure the project director and project manager have all documentation required for forthcoming meetings
  • Set up project office and arrange IT equipment and furniture
  • Create and maintain electronic and hard copy filing systems
  • Arrange accounting facilities with suppliers
  • Arrange access to all team member's diaries and monitor movements
  • Assist the project manager with regular updating of Master Project documents
  • Produce and maintain administration templates
  • Archive all project documentation and retaining complete records
  • Book meeting rooms for all meetings and arrange refreshments and lunches for Client and external meetings
  • Produce and bind presentation documents as required
  • Book travel as requested by team
  • Maintain holiday and absence record
  • Undertake Project Coordinator Role:
    • Organise desk, phone, security pass, IT equipment, IT account, BIW account, and IT equipment for new staff
    • Carry out project inductions with all new members of staff, ensuring they are equipped with everything they need and introduced to all Team Members
    • Take copies of, check and certify all necessary documentation and send to the Human Resource Department
    • Ensure appraisal meetings for new employees with their Line Managers are arranged
  • Liaise with supply chain with regard to project updates
  • Arrange Client related corporate events as required
  • Liaise with accounts to authorise invoices for payment
  • Type letters, minutes reports etc. as necessary
  • Attend weekly Team meetings, take minutes and distribute via email and BIW
  • Maintain asset register for Project Office
  • Arrange all aspects of Project Office close down at the end of project
  • Maintain all site notice boards ensuring they are regularly updated
  • Update Project Directory as and when required
  • Provide holiday cover for the project secretary and document controller where necessary
  • Upload and distribute Trade Contractor meeting minutes via BIW
  • Coordinate site visits for both Client and Project Teams

If you feel that you fit the above criteria then please apply today by submitting your CV to us. Please note due to the high volume of applications that we receive only successful applicants will be contacted.