Administrator – dynamic role in Manchester area

Reporting to: The Directors

Delegating to: Internal and External Staff (below)

Internal:

Project Manager, Site Managers, Site Staff and Directly employed site staff

External:

Sub-contractors, Suppliers and Client representatives

Main Objectives:

To report directly to the Directors on all matters relating to the day-to-day office administration within the Manchester Office.

To take responsibility for the office environment ensuring it is presentable to internal and external customers and completion of all required administrative tasks including but not limited to use of Microsoft office, organisation of meetings and minute taking.

Duties and Responsibilities:

The following list of duties and responsibilities is intended to reflect the principal elements of the Administrator’s role only and is therefore not exhaustive:

  • Answering and directing calls within the office environment
  • Issuing documents to other members of the team
  • Working alongside Supervisors & Project Managers ensuring the relevant weekly documentation is provided
  • Organisation of housekeeping within the office
  • Checking and placement of deliveries to the office
  • Communicating with internal and external customers
  • Preparing the office for external and internal meetings
  • To have read, understood and comply with Company Policies and Procedures at all times.
  • Ensure visitors to the office are aware of Health & Safety Policy and ensure that they do not enter the office if they are not accompanied by a representative.
  • Ensure all Environmental and Waste Management Policies are adhered to.
  • Fully co-operate with the Company’s Customer Care Policy.
  • Managing the electronic filing systems for all live projects – drawings, tender packages, estimating information, client meeting minutes etc.
  • Organising all filing cabinets for each live project and new projects.
  • Creating and updating head office and site health and safety folders for all site managers and members of staff.
  • Fully comply with the Company’s Customer Satisfaction Policy and Procedures.
  • Ensure that procedures and controls laid down by the Company are fully implemented by office personnel
  • Ensure the offices presentation is maintained at the correct standard at all times.
  • Ensure that anything which is likely to affect the Company’s is notified to the Managing Director immediately.
  • Ensure sensible level of stock control in the office
  • Ensure all administration is carried out in accordance with divisional Head Office requirements.
  • Always represent Aberla professionally in both personal appearance and conduct.
  • Carry out any other reasonable tasks in accordance with operational needs as requested by your managers.
  • Liaising with all subcontractors and architects for construction drawings and updated revisions.
  • Managing the electronic filing systems for all live projects – drawings, tender packages, estimating information, client meeting minutes etc.
  • Creating excel spread sheets (matrix) for a regular update of staff qualifications and training needing, sending this to all pre-construction managers and liaising with site staff to ensure all information is correct and maintained.
  • Regular stationary checks (every Friday) for things needed in the office.
  • Working on site of the live projects to keep a consistent organised level in the office regarding up to date construction drawings, filing, printing and helping the site managers with electronic filing systems (if requested)
  • Scheduling key calendar appointments for any of the required staff.
  • Organising and re-scheduling the diary, and effectively managing and preparing it for meetings including the management, construction staff and external clients.
  • Preparing documents, presentations and other materials for team meetings and client meetings using established formats and standard software.
  • Answering the phones, dealing with any queries and using a switchboard to transfer to the relevant member of staff.
  • Replying to external emails on the main company email address.
  • Any other general adhoc duties as requested by other members of staff

Person Specification:

Essential criteria relevant to the job

(Requirements necessary for safe and effective performance in the job)

Skills knowledge and aptitude

  • Communication skills
  • Ability to motivate and support staff
  • Ability to liaise with internal and external personnel
  • Meeting deadlines
  • Enthusiastic
  • Flexible
  • Attention to detail
  • Able to embrace training

Qualifications and training – essential

  • Microsoft package – Word, Excel (Data input), PowerPoint and Outlook
  • Basic first aid training

Experience

  • Experience of management of working in an office environment

Special requirements

  • Current full UK driving licence
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Application ends on October 16, 2022

Overview

  • Location Salford
  • Job category Admin & Secretarial, Construction & Trades
  • Salary £Negotiable
  • Job type Permanent
  • Consultant Details Jessica Cunningham
    0161 661 8000
Job ID: 10034 Application ends on October 16, 2022

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