Administrator

We are currently recruiting for an experienced and highly organised Site Administrator to join a busy Construction project team on a 22-month building contract in Bedford. This is a varied role providing essential administrative and coordination support across the site, while also assisting the wider project team through construction, commissioning, completion and handover.

As Site Administrator you will be responsible for the smooth day-to-day administration of the site, including managing meeting calendars and office space, replenishing office and welfare supplies, coordinating site services contractors and managing the site accommodation cleaner. You will also act as a key point of contact for visitors and enquiries, liaising with staff, subcontractors, consultants and visitors to ensure the site operates efficiently and professionally.

Key Responsibilities:

• Provide general administrative support to the site and project team, including correspondence, filing, scanning, record keeping and setting up and maintaining site folders and labelling systems.
• Manage meetings, including coordinating calendars and meeting spaces, preparing agendas, taking minutes, tracking actions and arranging catering where required.
• Assist with timesheets, expenses, invoice processing and the collection and management of tickets and delivery documentation.
• Maintain office, welfare and stationery supplies, including printers, paper and ink, and coordinate relevant site services and cleaning arrangements.
• Provide the Quantity Surveying team with delivery notes and confirmation of deliveries.
• Support the recording and management of site inductions and training records, including online inductions.
• Collect Health & Safety File information from the supply chain and assist with the ongoing management of project documentation.
• Manage the site's snagging software, monitor outstanding items and proactively chase the supply chain to ensure snags are closed out within the required timescales.

Handover & Project Support:

A key part of the role will be supporting the project team during commissioning, completion and handover. This will include arranging monthly end-user site visits and familiarisation walk rounds, coordinating required end-user training and assisting the Project Director with client issues relating to post-completion and handover.

The Site Administrator will work closely with the Document Controller and Design Manager to support the printing and distribution of drawings and the collation of consultant responsibilities within the Handover Checklist. This will include ensuring required documentation such as Building User Guides, BRUKL, EPC, Access & Maintenance Strategies and Asset Registers are coordinated and completed.

Responsibilities will also include:

• Collating commissioning documentation and ensuring it is logged, signed and issued correctly.
• Holding regular meetings with key project team members to monitor the Handover Checklist and ensure completion remains on programme.
• Ensuring key areas such as IT integration and MPAN numbers for utilities are understood and that agreed processes are in place with the relevant parties.
• Assisting with certification required for Building Control.
• Supporting the project team with the close-out of Planning Conditions where required.
• Developing a full understanding of the client handover process and supporting the team throughout this stage.
• Assisting with client and end-user requirements through completion and handover.

BREEAM & Environmental Support:

You will also assist the project team with BREEAM requirements, including tracking and logging information relating to energy use, materials and deliveries, as well as collating any supporting certification and documentation required.

About You:

We are looking for an organised, proactive and reliable individual with strong attention to detail and excellent communication skills. You should be comfortable working in a busy site/project environment and able to manage multiple priorities while maintaining accurate records and documentation.

Previous experience in a construction, engineering or project administration environment would be advantageous. You will need to be confident liaising with a range of stakeholders, including project teams, subcontractors, consultants, clients and visitors, and be comfortable using Microsoft Office and relevant project administration systems.

This is a great opportunity for an experienced Site Administrator to become an integral part of a project team, supporting the successful delivery of the project through to commissioning, completion and handover over a 22-month period.

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