Site Secretary/document Controller - Edinburgh, United Kingdom - Downing

Downing

Verified Company

Edinburgh, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Site Secretary / Document Controller

Edinburgh

Full-time

6 Month FTC (Potential to be extended)

For over 30 years Downing have developed and managed award-winning accommodation and commercial buildings for a range of blue-chip companies, central government departments and leading universities.

We are currently working on our largest scheme yet, with a range of impressive upcoming developments in our pipeline.

We are looking for an experienced Site Secretary / Document Controller to join our multi-million-pound Edinburgh development as the company continues its rapid period of expansion.

The new development is set to include 323 student bedrooms, 95 private residential properties, and community spaces.

Key Responsibilities:

Communication:_
Meet and greet visitors to site
To organise internal and external visitor meetings for site staff
Manage access control / fob systems
Responding to customer enquiries
Liaise with Head Office, Accounts and external parties
Administrative:_
Taking Minutes in meetings and typing / distributing when required
Answering the telephone; dealing with routine enquiries, taking and fielding calls as appropriate
Processing and distributing mail and dealing with outgoing mail
Maintain accurate records of delivery notes / plant returns and timesheets
Manage / log accurately all PPE equipment issues / borrowed
Recording the status, issue and location of all controlled documentation including drawings
Compiling the relevant information to produce Progress Reports, Schedules of Required Information and Procurement Schedules for distribution.
Managing document filing and archiving systems using the electronic and inhouse filing system
Document printing and distribution to all departments and subcontractors.
Recording office expenditure and managing the site office budget and petty cash
Maintaining supplies of stationery and equipment
General Support:_
Supporting Managers and Site Staff
Keeping the office in a clean and tidy manner and organising maintenance callout as and when for office equipment
To organise refreshments for meetings and visitors

Key Requirements:

Previous experience working as a Site Secretary / Document Controller within a Construction environment.
To have knowledge of Site Safety and Site Quality System and update Health and Safety Policies as requested and ensure they are distributed
To have a working knowledge of Microsoft Office and Outlook and undertake routine IT and administrative tasks
Previous experience working on large scale, multibuild construction projects
Excellent organisational skills with attention to detail
Strong communicator

Hours of Work: