Principle Purpose of Position:To lead day to day administration of the office to keep all office systems running smoothly, answer.....
Principle Purpose of Position:
To lead day to day administration of the office to keep all office systems running smoothly, answering queries and ensure that tasks and systems are maintained in support of all other teams – including but not limited to contractual document review process, general forms, PQQ’s, travel, vendor onboarding and process document administration on Gateway.
Key Roles and Responsibilities:
Evaluate administrative support staff on a quarterly basis by completing and recording staff appraisals, with monthly 121s in between
Manage task ownership with team members in a timely manner and hold yourself and team members accountable to KPI targets and dashboard metrics, and then prepare the KPI statistics for publishing on the company dashboard
Co-ordinate with other internal departments to ensure the completion of tasks
Support admin manager to ensure all processes are compliant with ISO legislation with assistance from QHSE manager, and support the review and implementation of changes to commercial insurance requirements along with utilities management
Supervise, coach and mentor members of the admin team ensuring all training is recorded
Manage vehicle fleet including reporting on movement of vehicles, vehicle maintenance, driver management, vehicle safety and compliance, operational efficiency and tax compliance
Manage admin daily task Smartsheets including amending related smartforms, logic and notifications where necessary, and the admin inbox
Drive a continuous improvement culture by reviewing admin processes and procedures and suggesting new or better ways of working
Evaluate inventory and order office supplies on a monthly basis in conjunction with admin budget
Answer telephones and cover reception on a rota basis
Skills:
Strong leadership skills to constantly drive continuous improvement with a collaborative approach whilst implementing process change
Motivate a team to work together in the most efficient manner and show strong communication skills in all mediums to work alongside other teams
Excellent organisational, planning and prioritising skills in a busy, changing environment, with the ability to multitask and ‘think outside the box’
Research, reporting and strong statistical analysis skills
Awareness and ability to identify tasks as they are needed and take responsibility for these
Competence with IT Systems along with being proficient in Microsoft Excel and be able to run and create functions, pivot tables and charts
Qualifications:
GCSE Maths & English at grade C / 4 and above
NVQ in business administration (preferred but not essential)
Team leading qualification (preferred but not essential)
Experience:
Proven experience in an office environment successfully leading, coaching and developing a team, and implementing change and development within a business to drive continuous improvement
Knowledge of processes, procedures and non-conformities advantageous
Experience working in the construction industry
