Administrator/Document Controller

Job Description – Administrator & Document Controller

Department – Administration

Effective from 

Company Culture

Behave and interact in line with the business’ values and objectives. Support the company in achieving our overall vision:

To create a special place to work and become the best regional contractor in Scotland.

General Duties

· Providing a high-quality administrative support service to the Company including filing, archiving, typing, photocopying, preparation of reports, good communication etc.

· Building relationships with clients, consultants and supply chain through professional conduct.

· Complying with the Company procedures.

· Assisting in the development and implementation of new systems, procedures etc. to enhance the performance of the Company.

Responsible to

· Office Manager (Line Manager)

Immediate Subordinates

· None

Working Contacts

· Generally - All staff and operatives

· In particular:

Ø Contract Managers

Ø Quality Manager

Ø Suppliers

Ø Clients

Ø Client’s Representatives

Responsibilities

Job responsibilities may vary from time to time, they include, but are not limited to, any or all of the following:

Reception:

· First point of contact for visitors to the office.

· Incoming calls – directing calls to the appropriate person and taking messages when required.

· Setting up boardroom in preparation for meetings.

· Ensuring all staff/visitors use the Sign In/Out Register.

Administration:

· Responsible for maintaining the project filing system (both electronic and paper based).

· Ensuring the return of site paperwork on a weekly basis.

· Updating Accident Frequency Rates from the site paperwork on a weekly basis

· Issuing purchase orders to contracts staff when required.

· Completion of credit account application forms.

· Responsible for ensuring sufficient stock of office supplies e.g. stationery, cleaning items etc.

· Ordering, control and issue of PPE.

· Assisting with collation of paperwork/evidence to ensure company accreditations (ISO, CHAS, Safe Contractor, Considerate Constructors, Constructionline) are successfully renewed on a yearly basis.

· Assisting the Directors, and all Departments with any administrative support as required.

· Any further ad-hoc duties required for the successful day-to-day running of the office.

· Reporting any maintenance, health and safety or procedural issues which may arise.

Document Control:

· Assisting in the preparation of O&M Manuals on completion of projects.

· Assisting in the preparation of the Construction Phase Health & Safety Plan.

· Ensuring drawing registers and contract documentation is kept fully up to date on our document management system.

· Responsible for the distribution of construction drawings and documents.

· Taking minutes of meetings.

Personnel & Training

· Identify any training needs and communicate any requirements to your line manager.

· When necessary seek guidance from your line manager who can pass on technical knowledge gained from their own experience.

· Act as a Mentor to subordinate staff, if applicable, providing support and guidance where necessary, pass on technical knowledge and the benefit of your experience.

· Comply with the Company’s Staff Appraisal Procedures and Training Plan to ensure the continued personal development of yourself and subordinate staff.

· Identify and advise the Office Manager of any needs within the department.

Quality Assurance

· Always ensure compliance with the Company Management System.

· Provide guidance in the use of the Company Management System.

· Strive to continually improve personal, subordinates’ and Company performance.

Health, Safety & Environmental

· Develop working relationships with the Health, Safety and Environmental Consultants to ensure a consistent and pro-active approach is adopted at all times.

Limits of Authority

· Capital Expenditure - purchase of any items of equipment etc. for use by the Administration Department requires the approval of a Director in writing prior to purchase.