Team Secretary - 12 month Maternity Cover

Job Description

My client who are a main contractor specialising in the fit out and refurbishment of commercial premises within London and the Home Counties are seeking a Team Secretary for a 12month fixed term contract to cover maternity leave.The successful candidate will be a self motivated, confident individual to join its small works team. If you enjoy working in a team environment and have 2/3 years administration experience, preferably in a construction company, this could be the ideal opportunityfor you.Reporting to the Managing Director, you will help to provide support for the wider team. A full range of administration tasks will be included in the role and proficient IT skills are required. This role requires a confident self starter who is comfortableworking alone or in a team. This role involves working to tight deadlines and an eye for detail is essential.Full training will be given on all systems mentioned below.Duties will include:Role Content

• Assist one Managing Director, one Construction Director, one Commercial Director and one Commercial Manager with diary management, emails and correspondence
• Taking out enquiry and contract numbers on the Deltek system and updating necessary in-house spreadsheets
• Register Lite tenders onto Deltek system DLM and print all tender documents for the estimator
• Producing Tender document via InDesign - liaising with Estimator and Settling Director to agree on proposed team CVs, experience, methodology and costings. Use marketing software to pull document together
• Record and update clients details onto the database.
• As a new job is won, updating Lite job spreadsheet / Asta workload/ Site list
• Drafting the Construction Phase Health & Safety Plan and assisting with sketched Site Logistics via PowerPoint
• Registering incoming outgoing Contract documents via Contract Schedule spreadsheet
• Maintain site operatives, project manager and Lite office staff site allocation records including holidays/ absence reporting - register all on Deltek
• Maintain register of defects liability periods for Lite Contracts in conjunction with accounts.
• Site setup, compilation of site files / signage for all new projects
• Assisting Project Manager with Condition Survey & Progress Reports
• Assisting in any printing requirements for site team (A3/A1/A0 drawings) as requested
• Registering projects (over 6 weeks) with CCS (if required)
• Production of all Lite Operating and Maintenance Manuals - retrieving/ combining. Cooperating with CDM with any comments raised through draft to final issue
• Producing Subcontract and supplier orders via Evision accounts system as any when required from Commercial team. Keeping log of all credit card transactions for job costing.
• Arranging 2 weekly Lite Contract meetings - taking minutes at Lite Group Meetings (Lite workload document)
• Management of the company vans - PCNs, Insurance, MOT & Servicing- contact for operatives require assistance with maintenance issues.
• Organisation of client functions, project completion lunches.
• Order branded uniform for operatives/ project managers as requested.
• Archiving of Lite files. Encouraging the team to have a major clear out. Retrieval of boxes on request.

Holiday Cover

• Covering the majority of the above for Interiors team
• Covering the Estimating admin team, registering tender documents onto Deltek and producing InDesign document as required

Additional Admin cover as and when required

• Answering the phone
• Meeting and greeting
• Booking couriers
• Opening incoming post and preparation of the outgoing post
• Ordering stationary for the team

Please apply if you are a confident, motivated and strong administrator looking for their next challenge. I look forward to receiving your CV.

Keyskills :
Administrative SupportDiary Management