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To work closely with our dynamic and lively management team to ensure the smooth running of the business. This is a varied construction administration role which requires a very good understanding of the construction industry.
Main Duties
1. The role involves providing comprehensive administrative support to ensure efficient business operations across all construction projects
2. Answer telephone calls, directing them to appropriate staff or taking detailed messages
3. Manage all email correspondence, forwarding to relevant personnel as required
4. Provide comprehensive administrative support including document preparation, e-filing, reports, and presentations
5. Monitor weekly labour invoice payments and chase missing invoices from labourers
6. Keep drawing folders current and archive redundant drawings using various online client portals
7. Complete various forms from supplier credit accounts to building control assessments
8. Complete pre-qualifying questionnaires for potential new clients
9. Keep cost tracking excel spreadsheets updated for all labour invoices across all projects on a daily/weekly basis
10. Manage credit control processes and ensure timely payment collection on a
daily/weekly basis
11. Administer fleet management requirements and coordinate vehicle-related
matters as needed
12. Handle administration of retention sums for completed projects on a fortnightly
basis
13. Support management in preparing and submitting monthly/fortnightly payment
applications for all active projects
14. Ensure accurate client billing including extra labour, materials, and correct VAT
calculations depending on project type
15. Process day-work sheets and issue corresponding invoices for day-work projects
on a daily/weekly basis
16. Process recruitment agency timesheets, matching them to invoices and relevant
projects on a daily/weekly basis
17. Maintain team Outlook diaries with critical project dates and deadlines
18. Keep training matrix and holiday register accurately updated
19. Maintain office and kitchen supplies, ordering new stock as required
20. Process new enquiries and create documentation/filing systems for tendering
processes
Additional Responsibilities:
1. Assist Operations Manager with CHAS and Constructionline membership
documentation and Health & Safety requirements
2. Support Operations Manager with site operative training co-ordination and
CITB grant applications
3. Assist Operations Manager with apprenticeship management and coordination
Required Skills and Qualifications
Essential 3 years previous experience in customer service or administrative role
Essential 3 years previous experience in construction administration
Excellent communication skills and professional telephone manner
Ability to take instructions from all management team members
Proficient business administration skills
Advanced/proficient knowledge of all Microsoft Office 365 applications (Excel,
Word, PowerPoint, OneDrive, Outlook)
Ability to work collaboratively and independently
Minimum 5 GCSEs (or equivalent) grades A-C, including Maths and English
Working Arrangements
Hours: 30 hours per week, Monday to Friday (6 hours per day)
Schedule: Between 8am and 4pm
Probation Period: 6 months
Annual Leave: 28 days including bank holidays (pro-rata)
Sick Leave: Statutory entitlement only
Benefits
Company pension scheme
Complimentary tea and coffee
WPA Cash Plan, including Employee Assistance Programme (available after completion of probation period)
Department: Administration
Location/Branch: 47 Highcroft Villas, Brighton BN1 5PT
Position Reports To: Management Team / Operations Manager
Position is Responsible For: Administrative support across all construction projects and business operations
Length of Contract: Permanent, Full-Time (30 hours per week)
Salary:£15.00 per hour during 6-month probation
Jack Rafter Ltd is an equal opportunities employer and complies with the Equalities Act 2010 and all current employment legislation. We adhere to HM Immigration requirements for employment of immigrant workers and will require official documentation and work permits, which will be copied and archived for a minimum of 2 years in accordance with GDPR regulations.
Contact Detail:
Jack Rafter Ltd Recruiting Team
