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Team Secretary

Hired Ltd
Job LocationOrpington
EducationNot Mentioned
Salary?18,000 - ?25,000 per annum
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time

Job Description

Team Secretary Position This is working within a busy group of Structural Engineers, the Administrator/Secretary should be professionally dedicated, innovative and enthusiastic with a flexible approach to work. Ideally be conversant with construction terminology and have previous experience in the construction industry. Strong attention to detail and be adaptable with a good command of the English language, and have an organised and professional attitude.Duties

  • Taking out project numbers for the file management system
  • Typing dictation and handwritten notes
  • Turning draft fee proposals, reports and other documents produced by technical staff into the correct format
  • Receiving and filing incoming documents into Plexus and to the project folders in the G drive and notifying appropriate technical staff
  • Uploading photos into document management system (Plexus)
  • Creating paper files for party wall projects (needed for speedy reference)
  • Arranging printing of documents by admin support
  • Organising and coordinating team and project meetings at regular intervals, booking rooms and taking brief minutes/action points
  • Ensuring that all appropriate client instructions, purchase orders, etc are obtained and saved into Plexus
  • Co-ordinating fee plan updates, preparing invoicing schedules and cross- charges
  • Preparing fee and sub-consultant cost forecasts
  • Assisting in pursuing late payments by Clients
  • Uploading drawings to clients? document management systems and Wetransfer, Dropbox, etc
  • Issuing drawings by email and paper copies where required
  • Maintaining Drawing Issue Sheets
  • Closing projects when completed
  • Removing paper files for party wall projects and disposing, re-ordering filing cabinets
  • Managing Group 5 holiday spreadsheet
  • Providing inductions to new and temporary staff members
  • Assisting in organising meetings with prospective new clients, etc.
  • Taking phone calls when a member of the team is unavailable and arranging for someone else to respond
  • Covering reception as and when required for which training will be given
    • Person SpecificationEssential
  • Proactive individual with the ability to work independently and see areas for improvement in the groups working in terms of the above
  • Minimum of 60wpm typing speed
  • Extensive experience of Audiotyping
  • Good attention to detail
  • Good command of the English language (spoken and written)
  • Professional attitude
    • Benefits: Learning and Development Support/Mentoring/Active Staff Social Club/Life AssuranceHired are working exclusively on this opportunity, so you wont see this role advertised anywhere else.Hired acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Hired Limited is an Equal Opportunities Employer.By applying for this role your details will be submitted to Hired. Our Candidate Privacy Information Statement explains how we will use your information - please ask for a copy of our privacy statement.Please feel free to give me a call for an initial chat about your application. Required skills
  • Audio
  • Secretarial
  • Copy Typing
  • Digital Dictation
  • Receptionist Duties

    • Keyskills :
    Audio Secretarial Copy Typing Digital Dictation Receptionist Duties

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