Site Secretary

Site Secretary

Wimbledon

£35,000-£40,000

Full-Time Permanent

Office based - there is no hybrid working with this role

Are you a highly organised person who thrives in a busy work environment? Our client is looking for an experienced Secretary to provide excellent and efficient Administration and Secretarial support to various site personnel.

Essentials:

• At least 2 years’ experience in a relevant secretarial role.
• Construction background essential
• Minutes of meetings is essential
• Excellent IT skills using Word, Excel and Outlook and strong administration skills, (preferably with RSA level II certification)
• A high level of organisation and planning skills
• Excellent telephone manner
• Numerate and literate
• A sound understanding and appreciation of the importance of Health & Safety
• Clean driving licence

Key Responsibilities:

• Carry out general administration duties: i.e. filing, typing, photocopying, minute taking, diary management, travel arrangements, meeting refreshments, postal arrangements etc. ensuring minutes are issued in a timely basis.
• Assist in the preparation of reports and agendas for Directors Site Visits and reports.
• Arrange project events and assist with arrangement for events organised by head office.
• To work with the appointed Principle Designer to assist in producing the site CDM Building Health & Safety Files relevant to the phase / site for onward distribution to managing agents and tenants.
• Keep relevant trackers up to date regarding plot files, Building Control and Warranty information and submit to head office and required companies when requested. Chasing for outstanding information where required and informing the site team of plot certificate status.
• Update the site waste management plan on a quarterly basis or necessary.
• Update Method Statement / Risk Assessment logs for each subcontractor on site. Request updated RAMS from subcontractors onsite and oversee site management alteration and approvals of RAMS.
• Input monthly meter readings and site fuel usage as necessary into the relevant spreadsheets/Departments.
• Coordinate future phase drawing review periods. Ensure comments are received from the necessary managers and return comments back to the technical coordinator
• To monitor software for the project(s) to ensure timely sign off of the companies HQC system and permits system.
• Requisitioning of all corporate wear for the site team and keeping accurate records of distribution.
• Keeping accurate records i.e. sickness reporting, holiday entitlement to input into weekly absence reports.
• Prompt team to submit expenses, mileage returns to head office on a monthly basis.
• Assist with the preparation and dispatch of sub-contract tender/ contract documentation and drawings (where not undertaken by the Graduate Trainee).
• Accurate record keeping (where necessary)
• Report accurate information to our head office on a weekly / quarterly basis
• Action purchaser extras, purchaser selections, forward specific documentation on completed properties to relevant parties (where necessary).
• Collation of plot O&M manuals for completed properties and distribution (and their saving to the relevant folders on 4P / computer drives.
• Arrange and carry out orientation of New Starters. Undertaking new staff company inductions and dealing with any requirements for leaving members of staff.
• Maintain and update plot files and records of High Quality Construction stage sign offs.

Know someone on the job hunt? Refer them to Carlton Recruitment! If we successfully place them and they complete their 3-month probation, you’ll snag a £100 retail voucher as a thank you! :) *Please note we will double check they have not already applied themselves or are on our books already*

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF

Disclaimer: Due to the high amount of interest that we receive for each of our roles, unfortunately we cannot respond to each application individually, therefore if you do not hear back from one of our consultants within 14 days then unfortunately you have not been shortlisted for this role.