Job Vacancy

Office and Administration Coordinator

Location: Hull

Main Activities

- Manage, control and take ownership of the day to day administration of a busy contracting office, ensuring compliance to company policies

- Handle internal and external phone calls and correspondence (e-mail, letters, packages etc.)

- Filing, archiving and retrieval of documents and conformance to data protection legislation

- Preparing schedules, preparing agendas and taking meeting minutes as required

- Processing of Material / Plant Requisitions

- Reconciling invoices and assisting accounts team

- Create and update records and databases

- Create and keep up to date records and databases for personnel, financial and other data

- Handling and processing of personnel time sheets

- Meeting room management and arranging appointments/meetings as requested

- Management of office space, equipment and furniture

- Control of stock level for stationary, PPE, consumables and other items

- Help to ensure compliance with health and safety regulations and best practice, with responsibility for fire marshall duties, employee workstation assessments etc.

- Manage reception area and look after visitors

- Maintain a clean and enjoyable working environment

- Provide a high quality of customer service in telephone, email and face to face communication

 

PERSON SPECIFICATION

Qualifications

- A- Level or equivalent (desirable)

Experience

- Some general administration experience

- Excellent knowledge of Microsoft Excel, Word and PowerPoint

- Site administration experience (desirable)

- Knowledge of BIM 360 (desirable)

- Knowledge of Microsoft SharePoint (desirable)

Personal Skills

- Applies collaborative approach

- Calmly deal with all situations in a controlled and considered manner

- A team player

- Compliance with company procedures

- Vigorous attention to detail

- Strong self-planning and organisational skills

- Strong interpersonal skills

- Strong verbal and written communication skills

- Ambitious and self-motivated

- Customer orientation and focus

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Equal Opportunities

We are committed to being an Equal Opportunities Employer. We wish to ensure that all applicants are treated fairly and appointed solely on their suitability for the post.

The equal opportunities information requested is strictly confidential and for monitoring purposes only. The information will be stored securely in line with the Colas Limited Candidate Privacy Notice and kept separate from the information used in recruitment decisions.

The Equality Act defines a disability as “A physical or mental impairment, which has a substantial and long term adverse effect on a person’s ability to carry out normal day to day activities”. To be protected by the Act an individual must therefore have: • A long term physical or mental impairment (lasting or likely to last for 12 months or more) and • A condition that has a substantial adverse impact on his/her ability to carry out normal day to day activities