We are looking for a competent Administrator / Team coordinator to lead that shafts team on the HS2 line in Buckinghamshire.
Purpose: To supervise and coordinate administrative activities for the designated area, supervising the day to day work of administrative staff and managing work flow and daily tasks to support the smooth functioning of the area.
Responsibilities:
- Coordinate and oversee general maintenance and housekeeping activities which may include filing and archiving, processing invoices and ordering office supplies.
- Provide administrative support for PM and Superintendents & staff in general
- Attend, take and distribute minutes for weekly meetings.
- Coordinate the provision of services for formal meeting rooms, including maintaining schedules and setting up rooms for events.
- Coordinate the provision of services/supplies for amenities onsite.
- Perform general reception duties such as answering, screening and forwarding calls coming through switchboard and greeting and directing clients and visitors.
- Ensure the Office Managers role is seen as a 'partner' and 'trusted advisor' to the Project and 'delivery teams. Ensuring constant communication to Site Office Manager Lead and building of relationships with other stakeholders.
- Perform administrative and clerical duties as directed, which may include data entry, mailing, filing and photocopying.
- Answer, screen and forward incoming calls to appropriate staff, handling routine queries and taking messages as appropriate.
- Monitor and maintain sufficient supply of stationery and other basic office requisites, coordinating purchases as required.
- Maintain office filing and database systems.
- Perform general reception duties such as answering, screening and forwarding calls coming through switchboard and greeting and directing clients and visitors.
- Support Project initiatives including reward and recognition/Social events/fundraising
- Support Training department in coordination or workforce and staff to training requirements
- Support and coordinator Payroll / timesheeting processes
- Coordinate PPE for visitors and extra supplies with Safety
- Maintain and distribute regular site office contact information
- Maintain Calendars for R&R/RDO’s Social Events/birthdays etc.
- Maintain PO’s in Pablo
- Support Safety with reporting with Approval to Operate, Permits, and KPI stat entries.
- Support the Administration for the wider Project.
- Ensure the smooth running of Project site office.
Experience:
- Experience in an administration role, and/or knowledge of company policies, practices and personnel in order to effectively carry out responsibilities.
- Demonstrated proficiency in operating office technology such as MS Excel, Outlook and PowerPoint. Sound written and verbal communication skills, combined with demonstrated planning and organising skills with the ability to organise and implement work priorities.