Site Administrator

Site Administrator

PM Group

Ghent, Belgium

Our Vision is to be a highly valued and creative delivery partner, building a more sustainable world with our clients. To do this our people are key and is where you can play a part. We currently have a requirement for a Office Manager. The role will include all aspects of office management. The successful candidate will be equally capable of working independently or as part of a larger team and will report directly to the Project Director.

Responsibilities

• You will be responsible for PM Group Site Office Reception.
• Meet and greet as required.
• Ensure office stationary is maintained to a satisfactory level.
• Ensure PM admin templates are available and utilised.
• Ensure proper onsite filing is maintained (both electronically on ProArc and ACC - as well as hard copy where deemed necessary).
• Ensure email filing is carried out on a daily and weekly basis for all PM Group onsite personnel.
• Maintain central filing (ACC/other) as per PM Group file index (this is to be predominantly electronically with hard copies being maintained by exception as required).
• Liaising with IT Helpdesk to ensure all existing and new personnel have IT in place prior to commencing on site. Logging and tracking IT issues with Helpdesk to ensure seamless running of the site office.
• Manage and coordinate all meeting rooms – assign timeslots, ensure meeting rooms are set up properly for meetings as required, ensure IT functionality in meeting rooms, manage catering for key meetings as required.
• Maintain, update and issue weekly meeting schedules.
• In conjunction with CMT members, draft up meeting minutes and issue draft back to the relevant CMT member for approval. Once approved by the relevant CMT member, issue minutes of meeting to meeting attendees and others as requested (in PDF format only). File minutes of meetings on ProArc in the correct file location. (Both native and PDF copy to be electronically filed on ProArc) – Exact format here to be confirmed by the site CM.
• Before the commencement of any meeting, issue meeting attendance/sign in sheet along with “x” copies of meeting minutes to the relevant meeting owner.
• New contractors/vendors starting onsite - allocating and recording all site inductions including the constant updating of the site safety induction database. This involves liaising with H&S team members as required.
• Responsible for filing miscl forms and documentation associated with companies and their associated personnel prior to them mobilising on site. This involves liaising with H&S team members as required..
• Carry out the logging and filing of all H&S documentation as directed. (MSDSs, Method Statements, Risk Assessments, Permits, LS Interventions/Observations, SPAs etc.).
• In conjunction with the CM or designee, develop, manage and issue bi-weekly Project Newsletter.
• Carry out miscl archiving as required.
• Manage all onsite Personal Protective Equipment (PPE) supplies as required – PPE form to be filled out first, signed by Construction Manager (CM) and then order placed.
• Manage all miscl site purchases for the upkeep of the site offices, toilets, kitchen areas and canteen. This is to be done with approval by the CM and in conjunction with the CMT Cost/Commercial Manager.
• Manage and upkeep/ordering of safety stationery e.g. permit books, induction stickers, safety Living Safety cards etc.
• Manage/coordinate suppliers of office services (shredding, cleaning services, printers and catering supplies).
• Upkeep of Petty Cash in conjunction with the CM as required.
• Organise Post collection/delivery.
• Maintenance of evening and weekend roster.
• Maintenance of PM site team holiday calendar.
• Maintenance of Project Contacts List and the issuing of same as required.
• General admin duties as required to ensure the smooth running of the site office.

Qualifications

What you need in order to apply for the role:

• A minimum of 3 years in a professional office environment with a background in administration.
• Excellent communication and interpersonal skills.
• Friendly, positive and flexible attitude to work.
• Excellent ability to work on own initiative.
• Strong multi-tasking and prioritisation skills.
• Excellent computer skills (Word/Excel/PowerPoint/Visio).
• Knowledge of SAP would be an advantage.
• Good knowledge of English, French and or Dutch is an advantage.