Job Description

An have a exciting opportunity to join a large infrastructure project on a long term basis, for a leading Tier 1 Civil Engineering and Rail Contractor. 

As an Office Manager/ Construction Secretary, you will play a crucial role in maintaining effective document management systems and assisting with the coordination of multiple projects across various departments. Your responsibilities will include ensuring that all project documentation is accurately handled, securely stored, and shared in a timely and efficient manner. You will be an integral part of the team, assisting with scheduling, tracking project progress, and providing administrative support to ensure all projects run smoothly from inception to completion. Your attention to detail and organisational skills will ensure that deadlines are met, and that documentation is easily accessible for all involved parties.

This is a site based role iin Ealing, West London.

Roles and Responsibility

• Ensure accurate control of documentation from pre-construction through to completion including distribution of those drawings to all live construction sites

• Take ownership of the management and control of documents on multiple projects.

• Undertake quality assurance checks on all incoming sub-contractor and designer submittals.

• Assist with issuing tender packages to sub-contractors.

• Acquisition and compilation of O&M information for review by the Project Manager.

• Maintain and update the electronic drawing files on a regular basis superseding all old information and ensuring all construction information is uploaded as received.

• To act as a first point of contact, dealing with correspondence and phone calls

• Typing, compiling, and preparing reports, presentations and correspondence for weekly reports and monthly board / progress meetings

• To manage the relevant databases and filing systems

• To liaise with staff, suppliers and clients as required

• Managing stationery and kitchen supplies

• Ad-hoc administrative duties as required.

• Diary management

• New starter administration

• Process and prepare invoices.

• Ordering of Materials, supplies for projects. Liaising with suppliers to finalise quotes.

• Finance – assist with purchase orders, invoices and labour.

Essential Requirements

• Previous construction based secretarial or document control experience necessary.

• Strong IT skills, especially Excel and PowerPoint

• Confidence to work in a busy and varied role.

• be organized and have good attention to detail.

• Team player

• Self-Motivated

• Willing to learn

• Enthusiastic

Currently advertised as full-time position working between 08:00 - 17:00. Salary is negotiable 

Schedule:

• Monday to Friday

Experience:

• Administrative: 3 years (preferred)

Experience within a construction environment would be beneficial

We will require checkable references and a CV