Document Controller / Administrator
Skanska - Cambridgeshire

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Job Purpose
To provide a proficient and well organised administration support as and when required to the whole project.

Principle Duties & Accountabilities

Client Interface

To meet and greet all visitors whilst on reception. This includes ensuring visitors sign in and out and,provide all relevant security documentation and are familiar with the fire evacuation procedure.

Answer all incoming calls through the switchboard and take messages

Administration

To provide clerical, administrative and secretarial support to members of the project team as and when required

Organise meetings and ensure all rooms have appropriate equipments, this will include ensuring that there is a meeting schedule sent out to the team each week.

Sort and record all incoming mail

Sort all delivery tickets and GRN

Supply all meeting with tea and coffee and other associated refreshments

Inform Security reception of any visitors which are due for the day

Assist in amending the filing structure on the P drive.

Security Administration

Provide administration support to Security Manager, including sending out of security documentation, processing returned forms and actioning any queries.

Health & Safety Administration

Compile records, reports and correspondence for the department including accident reports.

Co-ordinate and administrate the monthly reports, ensuring the timely and professional submission to head office

Input information into the H&S database ensuring accuracy at all times

Production and distribution of meeting minutes and/or notes from any H&S related meetings and committees

Ensure the department works within the project environmental plan with regards to paper recycling

Support Health and Safety Manager (compiling safety documentation / statistics / help with environmental documentation)

Quality Administration

Ensure compliance with all HSMS, PEP, IMS, balanced scorecard KPI's and other measures

Be the first point of call for any internal / external people, ensuring the approach is professional at all times (including email, telephone and face to face contact).

Document Management

Maintain the document management system with regards to updating and modifying some areas of the master data and system set up

Liaise between the project team, design team, trade contractors and other external parties on document management issues.

Input into the reporting system for outstanding items of the document management system

Administrate the project archiving process

Control the production and ordering of hard copy documentation

Uploading of emails and other information on to Scandocs

Key Working Relationships

All employees based in the office

Visitors to the office

Knowledge/Skills/Qualifications Required
Experience

Desirable previous experience in a Reception based role

Essential good administration and organisational skills

Essential good knowledge of Word, Excel and Outlook

Qualificatons

5 GCSE’s grade C or above including Maths desirable

Skanska - 3 years ago - save job - block
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About this company
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Skanska USA Building Inc. is a leading national and local provider of construction, pre-construction consulting, general contracting and...