Site Administrator - London, United Kingdom - Hill Group UK
Description
Role overview:
Working as part of a team providing professional secretarial support for Site based staff
Role Scope:
Provide a first-class front of house service is provided at all times to visitors & staff and administrator support.
Quality
Accuracy
Excellent verbal and written communication skills
Helpful & reliable
Professional personal presentation
Polite demeanor & telephone voice
Work well under pressure
Initiative
Resourceful & proactive
Delivery
Greet visitors in a professional polite manner and ensure they sign in
Answer switchboard efficiently and redirect calls
Maintain a professional front of house image and well presented
Offer all visitors and relevant meetings are provided with refreshments
Receive deliveries & inform recipient
Book meeting rooms & manage diaries
Book couriers
Process incoming post
Maintain an efficient & well organised filing system for easy storage & retrieval
Typing
Data entry
Printing, photocopying, letter folding & binding
Prepare outgoing post
Organise post room and create post trays
Batch up documentation to be sent out for scanning
Organise shredding collections
Update Telephone & Contracts Lists
Check all labour timesheets for discrepancies and arrange for authorisation
Record, track and prepare Health and Safety/ handover documentation for clients & homeowners
Record, track and prepare Contracts, Subcontract Orders, Warranties & Appointments
Update document track for Production
Update Production annual leave & training spreadsheet
Record figures on Fuel card spreadsheet
Organise Claims, Service & Inspection Invoices for payment
Order & monitor stock of stationery and office consumables.
Undertake other ad hoc duties as and when required
Financial
Where possible to look at cost effective ways of producing work/documents
Look to reduce the amount of paper used within the office and offer a soft copy option where possible
People Management
Promote a positive and enthusiastic attitude within the team
Work and communicate effectively with all team members
Success Measures:
Produce documents in timescale agreed
Produce accurate information at all times
Providing outstanding service to all callers & visitors
Produce documents that are of a high quality and adhere to the Hill Corporate Guidelines
Skills, Experience and Attributes:
Previous experience working in Administration
Customer service skills
Attention to detail & accuracy
Assertive
Ability to work well in a team
Active listening & record keeping skills
Time management and organisational skills
Multitasking
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