Administrator (18 Month FTC)

JR270: Administrator (18 Month FTC)

Location: Nottingham
  
Salary: Up To £30,000 Per Annum

Overview:  

First Military Recruitment are currently seeking an Administrator on behalf of one of our clients. 
 
Our client encourages applications from ex-military personnel however all candidates will be given due consideration. 

Duties and Responsibilities: 

• To support the process driven secure infrastructure team as directed and managed by the Office and Design Manager.
• Prepare a variety of documents utilising appropriate software, as directed. This will include the creation/maintenance of excel documents such as workload trackers, with the potential to add value and utilise a multitude of Microsoft Applications appropriate to the output required for the team.
• Support the team with documentation control using associated workflow systems and other approved platforms.
• Maintain and use appropriate document templates to ensure Practice documentation is consistent.
• Attend weekly meetings as required, recording targeted actions as required.
• General typing, copying, collating as necessary.
• Assistance and support the Vetting team coordinate screening and vetting checks for those staff working in a secure environment.
• Obtaining quotations from our supply chain on behalf of the team.
• Support the design teams with document control including uploading to file sharing platforms.
• Support the office when required in the preparation of financial documentation.
• Monitor timesheets for the team and ensure that this data is entered in a timely manner.
• Support the Quality team by ensuring all sub consultants have completed the appropriate paperwork including coordinating performance checks on behalf of the team.
• Ensure purchase orders/sub-consultant invoices received are entered into the practice MIS and allocated to invoices in a timely manner.
• Enter information into the MIS, including the creation of new jobs and generally ensuring that the system remains updated.
• Ensure that the fee element of each project within MIS is updated in line with any changes to instruction or scale.
• Enter data as directed by team leads to ensure fee projections are up to date.
• Support the team in preparing and updating marketing materials such as CV’s and project profiles.
• Complete sub consultant and Pre-qualification questionnaire accordingly for the Defence team.
• Assist the office manager with events and training.
• Assist with central workload in relation to Organisation charts and InDesign material as directed by the management and operations team.
• Manage and maintain outlook diary system for the planning of meetings, management of the team, ensuring effective use of time to avoid duplications.
• Minute meetings and ensure that the team are fully aware of any resultant actions, and that actions are closed out and resolved in a timely fashion.
• Support the Office and Design Manager during peak times, absences and holidays to ensure that the effectiveness of the team is not compromised.
• Being a flexible member of the Business Support Team and undertake various duties as and when required to support other admin members in the offices.
• Ensure all visitors are met in a professional and courteous manner.
• Maintain the conference room diary, book in new appointments, provide refreshments and order lunches, if required.
• Set up meeting rooms ready for meetings, ensuring room is presentable at all times.

Skills and Qualifications:  

• Manage own job list, provide sound advice to clients and IW teams around the Practice.
• Help develop the Building Regulations Principal Designer Service with the H&S Director.
• Proactive self-starter who is comfortable dealing with clients and project teams.
• Ability to highlight concerns and work through solutions in a collaborative way.
• Previous Administrator experience in a similar environment 

Location: Nottingham

Salary: Up To £30,000 Per Annum