NRL’s client based in Grangemouth are looking o recruit a Site Administration Assistant on a 6-9 Month contract.
About the role:
We are looking for a responsible Site Assistant to perform a variety of administrative and clerical tasks. Duties of the Site Assistant include providing support to our managers and employees,assisting in daily office needs and managing administrative activities such as assisting travellers
from France to book taxis, PCR tests and hotels in the UK. Duties also include organising
meetings, preparing reports and maintaining appropriate filing systems.
The ideal candidate should have excellent oral and written communication skills and be able
to organise their work using tools such as MS Excel and standard office equipment. If you also
have previous experience as a secretary or administrative assistant and are familiar with our
industry (construction and commissioning a site for an incinerator power plant), we’d like to
meet you. Ultimately, a successful Site Assistant should ensure the efficient and smooth day-today
operation of our office.
Responsibilities
- Assist site management in organising meeting and events: book meeting room, prepare videoconference material, organise site events (dinner, breakfast, etc.)
- Assist in the preparation of the client weekly report: to be submitted to the client every
- Wednesday
- Order office supplies and research new deals and suppliers: stationery, skip exchanges, cleaning products, PPE, radios, printer (Konica)
- Supervise the cleaning contractor to organise the cleaning rota and validate timesheets
- Main contact with the access control company to manage entrance point, turnstiles, main server and cameras, and update the list of new starters and arrange their site access
- Use access control system to generate workers’ timesheets and report to CNIM managers
- Maintain up-to-date contact lists (CNIM site-based team, CNIM back office team and site
- contractors) and up-to-date office layouts (including site contractors)
- Assist CNIM’s visitors from France to book taxis, PCR tests and hotels in the UK
- Submit and reconcile expense reports on monthly basis and submit card payments for site material needed
- Provide general support to CNIM’s visitors: prepare offices, PPE, etc.
- Administrative support to safety team: scan and record different registers (RAMS, PtW, TbT, etc.)
- Assist the CNIM site-based team with IT issues, contact the IT department where necessary
- and arrange installation of new computer equipment
- Manage mail logistics from and to the construction site
- Cover reception tasks during absence of the receptionist (intercom and site visitor induction)
What will you need?
- Proven experience as an Administrative Assistant or Site Assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, such as printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritise work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organisational skills with the ability to multitask