Site Administrator (Contractor) at GIBB Engineering and Architecture

Key Performance Areas

• Maintain accurate site records
• Filing management
• Document control
• Internal communication
• Meeting support
• Information flow
• Office management
• Travel and logistics
• Procurement support

Responsibilities

• Normal secretarial / administrative duties, i.e. typing of memos, letters, schedules, scope’s of work, tenders, attending to phone, maintaining of diary of appointments etc.
• Taking minutes at the weekly Construction Progress meetings.  Type and distribute the minutes timeously
• Assists with the formatting of MS Word documents
• Ensures that all outgoing typed correspondence are spell checked and as far as is practical conform to standard formats
• Informs the Construction Manager of planned absenteeism (full or part day) prior to the event to enable alternative arrangements to be made
• Obtains stationary for the Construction Manager and use on site
• Notifies the Construction Manager of appointments on both a weekly and daily basis, and any urgent deadlines
• Where requested, arranges meetings by contacting each individual concerned to ensure availability and subsequently confirms by meeting invitation.  Arrange for tea/coffee to be served at meetings when requested
• Informs the Construction Manager when person to be telephoned is not available and follows up until directed otherwise
• Determines and maintains a strict order of priority for departmental document formatting requirements
• Maintains control over incoming and outgoing site related emails regarding the project.
• Takes messages for persons who are out by leaving a note on their desks and follows up on the persons return
• Is at all times appropriately dressed and well groomed
• Treats all documentation in a confidential manner
• If and when required, work overtime to expedite timeous work completion
• Persons employed by GIBB are responsible for ensuring that they act according to agreed procedures and work instructions and make themselves familiar with all the procedures that relate to their sphere of activities 

Requirements

Qualifications

• Grade 12
• National Diploma: (Secretarial / Administration)

Experience 

• Minimum of 5 years as site secretary / administrator for a construction site or organisation
• MS Office Suite / SharePoint or similar