Administrator

Job content

Job Title: Administrator (September 2021 start)

Location: Blyth

Job Purpose

ISG have recently secured a £500m new build Battery Gigaplant project in Blyth. We are looking for a Administrator to set up, administrate and manage a thorough document and information control system for the project and manage all aspects of the day-to-day running and administration of the project office. To provide full administration support to the project team as well as being the main interface for the project with both external and internal contacts.

Key Responsibilities

• Responsibility and interface for the initial office set-up (in conjunction with other company support departments).
• Monitor project office costs, in conjunction with the project and facilities team, to ensure that budgets and costs are controlled, highlighting concerns where necessary.
• Responsibility for the project petty cash float, including reconciling all monies spent.
• Implement and manage an efficient meeting room system for the project.
• Office housekeeping, ensuring that workspace, meeting rooms etc are kept in a tidy and professional manner. Maintaining proper use of office machinery and calling engineers where necessary.
• Work alongside the Project team to fully implement the Absolute Completion Programme on each project, including the timely issue of Handover and O&M information.
• Help manage the information distribution involved in procurement using the document control system.
• Maintenance of accurate records of all drawings and other construction documents issued by consultants and contractors through each stage of the project. Process a large number of documents daily, including a thorough QA check, printing and review/ distribution, and electronic forwarding to create an accurate and comprehensive audit trail.
• Establish and maintain a Request for Information system, providing reports to the Project Team as necessary.
• Communicate to the Project Team the abilities of the document control system and provide training, technical and procedural support for all users.

• Document all discrepancies in document issues to trade contractors and professional partners, ensuring that the Project Manager is aware of any discrepancies and that all problems are resolved in a timely fashion by liaising directly with all members of the wider project team.
• Order reprographics as necessary, liaising with the Project Team and the reprographics supplier to ensure that costs are controlled.
• Establish and maintain an electronic Snag Management System, providing reports to the Project Team as necessary.
• At the end of the project, ensure that all project files are collated and correctly archived for easy and accurate retrieval.
• Arranging key project events such as completion events, client meetings, lunches etc and ensuring that the necessary facilities and refreshments are available.
• Receive all project calls in a prompt and effective manner, in line with company policy.
• General office duties including —arranging couriers, opening and distributing the post, photocopying, faxing, stationary ordering and consumables, archiving, franking and sending out going post.
• Responsible for providing accurate and timely information to the Divisional PA with regards to project team movements and absence, to ensure that the company databases are up to date and accurate at all times.

Experience & Skills

• Document control experience, preferably using BIW, Aconex
• Knowledge of the construction industry processes
• Methodical approach to duties
• Intermediate knowledge of Word, Excel

Person Specification

• Proven planning and process management skills
• Attention to detail and accuracy

How To Apply

If you’d like to be part of #TeamISG – to dream smart, speak frankly, always care and never stop learning – the next step is to make your application by following the link below.

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