Contracts Administrator / Receptionist

The Contracts Administrator / Receptionist provides high‑quality administrative, organisational, and front‑of‑house support to ensure the smooth running of project activities and office operations. This includes maintaining accurate filing systems, managing travel and accommodation bookings, supporting project resourcing and ensuring consistent professional reception services. The role contributes to continuous improvement by supporting quality and efficiency initiatives across the department. We are also open to offering an Apprenticeship in Business Administration Level 3 (subject to suitability), providing structured training alongside hands‑on experience within our Contracts and Reception team.

Responsibilities

• Provide daily project administrative support.
• Maintain project filing structures in accordance with company procedures.
• Set up Site Files with correct issue of forms; chase returns; ensure documentation is scanned, retained, distributed to relevant departments, and recorded in the electronic project files.
• Scan and file returned site paperwork, updating systems.
• Provide additional administrative support as requested by the Line Manager.
• Responsible for the setting up of new contract data files, including adding new jobs to the job register, Eque2 and Sage, and preparing documents for site and office.
• Update current job lists and distribute them to relevant teams.
• Raise Purchase Orders as required.
• Update and circulate the SIC code spreadsheet.
• Ensure all relevant correspondence is saved in electronic folders and forward documentation to site as needed.
• Ensure all electronic folders and site folders are kept fully up to date with the required documentation.
• Distribute drawings to site and update drawing registers accordingly.
• Provide general Project Administration support across all ongoing works.
• Responsible for the preparation and completion of CDM manuals.

Reception Duties

• Greet, welcome, and direct visitors to the appropriate person or department.
• Manage visitor sign‑in logs and issue security passes.
• Maintain a professional and friendly reception area at all times.
• Answer, screen, and forward incoming phone calls.
• Manage the general office email inbox and respond to enquiries promptly.
• Provide accurate information to callers, visitors, and staff.
• Schedule appointments and support meeting room bookings.
• Maintain tidy and well‑organised reception and communal areas.
• Receive, sort, and distribute incoming mail and packages.
• Manage outgoing post and courier services as required.
• Monitor stock levels of office supplies, stationery, and kitchen items.
• Raise orders and ensure adequate supply is maintained.
• Support basic office maintenance reporting.
• Provide administrative support to business leads, including data entry and document processing.
• Assist with ad hoc tasks to support wider office operations.

Performance Measures

• Accuracy and timeliness of administrative updates and system records.
• Quality, accuracy, and organisation of project filing systems (hard copy and electronic).
• Efficiency and accuracy of travel, accommodation, and roster bookings.
• Quality and completeness of meeting minutes and communication with relevant departments.
• Compliance with documentation control procedures, including Site File setup, returns, and system updates.
• Effectiveness of support provided to the Resource and Training Departments.
• Feedback from the line manager, project team, and colleagues.
• Contribution to continuous improvement and overall departmental efficiency.
• Ability to work accurately under pressure and meet deadlines.

Qualifications

• Previous experience in a similar administration or reception role.
• Good administration skills with the ability to manage multiple tasks efficiently.
• Strong organisational skills with excellent attention to detail.
• Excellent communication skills across all levels.
• Confident using digital systems and maintaining structured electronic records.
• Ability to work both independently and as part of a team.
• Strong problem‑solving mindset and proactive approach.
• Excellent IT skills, including proficiency in Word, Excel, and relevant software packages.

Personal Attributes

• Proactive approach with the ability to anticipate maintenance and administrative needs.
• Strong problem‑solving mindset with the ability to resolve issues efficiently.
• Professional and confident when dealing with internal teams, suppliers, and contractors.
• Reliable, self‑motivated, and able to work independently when required.
• Positive attitude with a willingness to support wider team objectives.
• Strong commitment to safety, compliance, and continuous improvement.

Benefits

• Competitive salary; 24 days annual leave plus bank holidays; 4% employer pension contribution; BUPA Cash Plan; Life assurance cover.
• Long‑term career development opportunities are also available.

Cubby Construction Ltd is an equal opportunities employer, so we welcome applications from any suitably qualified individual.