Site Administrator

Elvet Recruitment have been appointed to recruit for a Site Administrator to join a construction business in York.

This is a temporary ongoing role providing clerical support to a project team, responsible for all administration and reception duties.
Key Responsibilities

• Promptly handle all incoming calls, ensuring accurate message-taking and timely dissemination.
• Warmly welcome and assist guests with professionalism and courtesy, ensuring adherence to signing-in procedures.
• Maintain the reception and visitors area to uphold a tidy and organized environment, including monitoring parking and providing guidance on vehicle placement.
• Monitor security measures such as alarms, keys, and building access.
• Manage incoming and outgoing mail, ensuring swift and accurate distribution in accordance with quality assurance (QA) procedures.
• Represent the company as an ambassador at all times, maintaining a smart appearance, upholding the company image, and safeguarding confidentiality.
• Coordinate meeting room logistics and hospitality services.
• Receive and manage deliveries, maintaining organized delivery records.
• Maintain an updated contact list for the site.
• Administer the sign-in process for fire safety compliance.

Administrative Duties Include:

• Set up and maintain site office infrastructure and documentation, including filing systems, spreadsheets, sign-in sheets, and project-specific forms.
• Implement systems to optimize site administration processes.
• Prepare and distribute high-quality documents such as presentations, submissions, reports, site signage, and meeting minutes.
• Maintain accurate records of telephone lists, holidays, sickness, and HSEQ (Health, Safety, Environment, and Quality) documents.
• Uphold QA procedures and ensure compliance.
• Manage the filing system and keep it organized.
• Update noticeboards with safety, marketing, and company announcements.
• Monitor and replenish cleaning supplies, stationery, copier supplies, and personal protective equipment (PPE).
• Collate, prepare and follow up on monthly/weekly progress reports within tight deadlines.
• Process induction forms, RAMS (Risk Assessment and Method Statement), permits to work, and toolbox talk documentation.
• Monitor expiration of CSCS cards and report to the Site Manager.
• Compile daily labour returns.
• Demonstrate flexibility in handling additional administrative needs of the project team.
• Assist in following up with subcontractors to close out snagging items.
• Assist in the collation and archiving of O&M (Operation and Maintenance) documents.
• Upload documents to VFP (Virtual File Protocol).
• Possible cover for document controller.
  

Experience & Skills

Diligent and reliable

Pride in work

Interest in wider project and industry

Able to communicate with all levels of stakeholders

Helpful and flexible

Uses own initiative

Able to priotise tasks effectively

Able to work under pressure

Required

Proficient in all Microsoft Office programs

Desirable

Proficient in using the Document management system Viewpoint for Project (VFP).

Contact Maisie Clark at Elvet Recruitment for further details.