Administrator​/Document Controller

If you are a registered client with Routes To Work, please contact your caseworker to apply. If you are not a registered client, please contact us to check you are eligible for this opportunity.

Job Description – Administrator & Document Controller

Department – Administration

Behave and interact in line with the business’ values and objectives. Support the company in achieving our overall vision:

To create a special place to work and become the best regional contractor in Scotland.

• Providing a high-quality administrative support service to the Company including filing, archiving, typing, photocopying, preparation of reports, good communication etc.
• Building relationships with clients, consultants and supply chain through professional conduct.
• Complying with the Company procedures.
• Assisting in the development and implementation of new systems, procedures etc. to enhance the performance of the Company.

• Generally - All staff and operatives

Job responsibilities may vary from time to time, they include, but are not limited to, any or all of the following:

• First point of contact for visitors to the office.
• Incoming calls – directing calls to the appropriate person and taking messages when required.
• Setting up boardroom in preparation for meetings.
• Ensuring all staff/visitors use the Sign In/Out Register.

• Responsible for maintaining the project filing system (both electronic and paper based).
• Ensuring the return of site paperwork on a weekly basis.
• Updating Accident Frequency Rates from the site paperwork on a weekly basis.
• Issuing purchase orders to contracts staff when required.
• Completion of credit account application forms.
• Responsible for ensuring sufficient stock of office supplies e.g. stationery, cleaning items etc.
• Ordering, control and issue of PPE.
• Assisting with collation of paperwork/evidence to ensure company accreditations (ISO, CHAS, Safe Contractor, Considerate Constructors, Construction line) are successfully renewed on a yearly basis.
• Assisting the Directors, and all Departments with any administrative support as required.
• Any further ad-hoc duties required for the successful day-to-day running of the office.
• Reporting any maintenance, health and safety or procedural issues which may arise.

• Assisting in the preparation of O&M Manuals on completion of projects.
• Assisting in the preparation of the Construction Phase Health & Safety Plan.
• Ensuring drawing registers and contract documentation is kept fully up to date on our document management system.
• Responsible for the distribution of construction drawings and documents.
• Taking minutes of meetings.
• Identify any training needs and communicate any requirements to your line manager.
• When necessary seek guidance from your line manager who can pass on technical knowledge gained from their own experience.
• Act as a Mentor to subordinate staff, if applicable, providing support and guidance where necessary, pass on technical knowledge and the benefit of your experience.
• Comply with the Company’s Staff Appraisal Procedures and Training Plan to ensure the continued personal development of yourself and subordinate staff.
• Identify and advise the Office Manager of any needs within the department.

• Always ensure compliance with the Company Management System.
• Provide guidance in the use of the Company Management System.
• Strive to continually improve personal, subordinates’ and Company performance.

• Develop working relationships with the Health, Safety and Environmental Consultants to ensure a consistent and pro‑active approach is adopted at all times.

• Capital Expenditure - purchase of any items of equipment etc. for use by the Administration Department requires the approval of a Director in writing prior to purchase.