Project Assistant

Duties

•  First point of contact for visitors
• Answering the telephone
• Opening/distribution of post
• Typing letters
• Downloading drawings from 4 Projects
• Updating drawings registers
• Updating the A3 file/drawing clip with new revisions
• Recording holiday/sickness
• Typing minutes of meetings
•  Producing signage for site
•  Ordering stationery
• Tea/coffee making
• Arranging breakfast meetings/lunches
•  Printing permits distributed from Field View
• Assisting surveyors
• Mi-Pre-enrolment checks/recording (Inductions), photocopying cards
• Monthly reporting AFRs
• Attendance Sheets
• Diary entry and meeting room schedules
• Dealing with deliveries
• Assisting with QD Tracker
• Adding supply chain/new starters to Biosite
• Collating evidence for BREEAM
• Waste Transfer Notes
• Assisting with Considerate Contractors Scheme
• Arranging community days/visits to sites
• Entering KPIs and collating figures
• Chasing O & M information
• Assisting with Newsletters
• Archiving
• Progress Photos
• Chasing drawing admin discrepancies
• Arranging engineers for Biosite
• Weekly update of site community board (external) and progress boards (internal
• Project tab on ViewPoint management (enrolling new users; managing permissions, containers;  linking construction issue drawings to our 'construction' container, uploading design comments)
•  Printing and updating A1 drawings
• Preparing tool box talks forms/preparing blitz packs for monthly team (WD and Supply Chain)  briefing and TBT for inductions; distributing monthly blitz posters
•  Assisting with any Mipre-enrolment issues;
•  Producing daily operatives attendance reports for daily diary
•  Recording operatives plant certification on FieldView (CPCS, PASMA, IPAF)
•  MiProject monthly close outs: social entries, environmental (incl. cvv), AFR.
•  Distributing weekly project calendar to team
•   Issuing monthly awards posters
•  Updating project KPIs in canteen and on community board
•  Laminating
•  Assisting production replacement of fire plans and emergency grab pack
•  Assisting supply chain (printing, copying)
• Acquiring/assisting with 10PP
• Assisting/arranging CCS initiatives; putting CCS file together (incl. updating);  updating project community strategy
• Organising the topping out ceremony
•  Timber reporting and collating MAN03 logistics carbon footprint data
•   Work experience liaison and evidencing
•   Aftercare contact list
•   Cabin faults/servicing (Elliots/Carters/UTL/HHM)
•   Chasing team for their input in Customer Meetings
•    PDS form
•   Keeping office tidy
•   Help chase environmental permits and licences;
•   PPE Stock & Lockers

Objectives

• Deliver an effective and efficient administrative service e.g. Post, signage, dealing with deliveries, timesheets, permits, MI project data input, waste tickets,10point plan, answering the managers with quality, safety, BREEAM, newsletters, notice boards, setting up files, 
• to maintain the project filing system and prepare documents for storage/archiving as appropriate.
• set up project drawing register. Prepare and maintain project drawing/correspondence files.
• prepare drawing issues including arranging printing and distribution
• assisting the surveyors with the sub-contractors filing and invoice copying.
• To support site based meetings by minute taking, prepare and distribute internal meeting minutes as required.
• Using outlook, set up and maintain project contacts list incoming and outgoing project emails, maintain project meeting calendar.
• maintain project extranet including any file manipulation, uploading, downloading and plotting etc.
• support our commitment to sustainability.
• organisation of site supplies
• Be a key point of contact for internal and external 

Desirable experience:

• competent in use of relevant Microsoft office suite of applications.
• Minimum of 2 years experience in an administrative role
• Experience of Construction Industry

Essential Experience:

• Good standard of education or relevant experience.
• Good level of written and spoken English.
• Working effectively as part of a team.

Self awareness

You will be able to :

• model behaviour that shows respect helpfulness and co-operation

Relationship Focused

you will be able to:

• recognise the importance of relationships and build these across the organisation.
• identify your customers needs and expectations and strive to deliver them.

Delivering objectives

you will be able to:

• Take personal responsibility for making things happen.
• Find practical ways to overcome barriers