Position Overview & Specifications

Job Description

Create document templates.
Review, organise, archive and distribute information to the project teams.
Manage site files and folders and ensure they are kept up to date.
Label documents for identification and reference.
Liaise with project team members to ensure documents meet requirements.
Take responsibility for receiving drawings, uploading them to the company server/specific job folder and if required print the drawings and distribute to project team members.
Check issued drawings against drawing registers to confirm everything has been issued correctly.
Produce O&M Manuals.
Train employees on document systems.
Adhere to and improve document control procedures.
To work in accordance with all Company policies and the Integrated Management System (ISO's, Investors In people and other standards).
Maintain confidentiality when dealing with private documents.
Prepare ad-hoc reports on projects when required including the monthly contractor’s progress report and the internal construction monthly report.
Complete credit application forms for suppliers
Create and regularly update the supply chain data base
Assist with the ordering of materials and plant for sites
Checking invoices and matching to purchase orders and goods received notes.
Verify and approve invoices for payment
Liaise with the accounts department to ensure that the cost detail reports for projects are received in advance of the monthly interim applications for payment.
Arranging meetings with subcontractors, suppliers, external consultants and clients.
Complete insurance application and performance bond forms for review and approval by the commercial and construction manager.
Ensure that subcontractor insurances are current and up to date.
Issue collateral warranties to subcontractors and design consultants to execute and return in a timely manner.
Register sites with the Considerate Constructors Scheme.
Issue Requests for Information to the Design Team.
Assist with tendering for projects.
Produce Finishes Schedules.
Book monthly health and safety inspections for individual projects
Liaise with Local Authorities regarding applications for road closures, scaffold licences, skip licences etc.
Take meetings in minutes
Produce Risk Registers for construction projects.
Ensure that Project/Site manager’s issue weekly site progress reports
Complete Pre-Qualification Questionnaire Forms
Assist the commercial department with obtaining quotations from suppliers and subcontractors
Collating health safety figures for projects.
Assisting with accreditation audits
Collate all weekly site reports.
Monthly check across all site key documentation.
Post updates on the WTP Construction website and social media platforms.
Meet and greet all guests and provide tea and coffee.