Project Administration

My client a building design consultancy practice specialising in Chartered Surveying and Project Management. We are rapidly growing with an excellent track record in delivering results. We operate nationally throughout the UK within the Healthcare, Education, Housing, Retail, Commercial and Blue Light Sectors. We offer a wide range of professional services to our clients.

Duties of the role:

General duties include answering the main reception telephone, responding to visitors, office maintenance and replenishment, production of general documentation and a general provision of a high-quality office administration service. Key areas of the role are as follows.

• Answering the main reception telephone when required in a timely and professional manner (screening/directing calls accordingly and taking and relaying clear and concise messages).
• When required, responding to visitors in a professional manner and directing them accordingly.
• Assisting with the condition and cleanliness of the office.
• Administrative tasks such as setting up meetings, booking meeting rooms, arranging Teams Meetings etc.
• Assisting with the control of workload and resources as appropriate, covering other roles where needed.
• Ensure good understanding and practical application of the organisation's H&S Policies. Manage your own personal safety in line with this.
• Assisting with the provision of a high-quality office administration service, ensuring that all company policies, processes and systems are applied and adhered to.
• Assisting with the day-to-day process for Human Resources such as monitoring whereabouts, booking annual leave, diary monitoring etc
• Applying and supporting the principles of quality assurance and environmental management i.e ISO 9001/14001.
• Actively process the production of documents, briefing papers, reports and presentations while demonstrating excellent literacy proficiency, spelling and correct use of punctuation and grammar.
• Undertaking a support role in preparing, compiling, copying and distributing documents such as Tenders and Contracts etc.
• Monitoring of project documentation and coordinate/monitor progress of signatures/completion, recording, chasing as appropriate.
• Typing of meeting minutes, both from written and verbal sources.
• Supporting and assisting with the introduction of new systems and processes.
• Arranging and coordinating site visits between contractors/clients.
• Maintaining an accurate library of Working Documents, ensuring all documents are logged, referenced, version controlled and maintained.
• Controlling and monitoring the validity of the supplier's insurance database ensuring timely submissions of new supplier forms and questionnaires.
• Maintaining a Staff Training Matrix and arrange regular company provided CPD sessions internally.
• Maintain an accurate log of all IT equipment belonging to the business and where it has been allocated to.
• General project support to our Building Surveying, Quantity Surveying and Project Management Teams.
• The successful candidate will report into the Office Manager.

Essential Qualifications & Experience

• Highly proficient in the use of Microsoft Packages
• At least 3 year's administration experience

The role is working Monday to Friday 37.5 hours and is office based.

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