Administrator in Kingstone

The Administration Assistant will provide efficient and professional administrative support to ensure the smooth day‑to‑day running of the VINCI Building Blythe Valley office. The role requires a proactive, organised individual with strong communication skills who can manage multiple tasks, support colleagues, and deliver a high standard of customer service to visitors and staff.

Reception & Front of House

• Answer incoming Microsoft Teams calls promptly, directing calls accurately and taking clear messages where required.
• Welcome visitors to the office, sign them in, and escort them to meeting rooms.
• Provide refreshments for meetings as required and ensure a professional front‑of‑house service.
• Order taxis for visitors as needed.

Meeting Room & Office Coordination

• Manage meeting room bookings, schedules, and daily organisation.
• Prepare meeting rooms in advance and ensure rooms are cleared and reset at the end of each day.
• Display meeting room schedules for the following day.
• Notify relevant contacts of catering requirements in advance.

General Office Administration

• Support day‑to‑day office operations including:
• Logging incoming and outgoing post and couriers.
• Managing access fobs.
• Printing, photocopying, and document preparation.
• Maintain a clean and organised office environment (including emptying the dishwasher and stocking cupboards).
• Print and distribute internal communications such as the VINCI newsletter.
• Update the wellbeing noticeboard with monthly Toolbox Talks.

Deliveries & Logistics

• Receive and log all deliveries, ensuring items are distributed correctly.
• Arrange courier services via:
• Ricoh Logistics online portal.
• RJR Couriers / Local Couriers for urgent deliveries.

Compliance & Health & Safety

• Maintain and check the Fire Register against the weekly movements sheet.
• Act as a Fire Marshal (training to be provided).

Weekly Tasks

• Send email reminders each Thursday requesting staff movements for the following week.
• Compile and update the office movements sheet.

Monthly Tasks

• Update and print the Fire Register (confirming starters and leavers with Office Manager).
• Maintain and update the Site Directory (internal and SharePoint versions).
• Record and report manpower statistics, including staff attendance and visitor numbers.
• Ensure internal communications and noticeboards are current.

Systems & Document Management

• Scan and upload documents to internal systems (4P / Dalux).
• Maintain records and filing systems accurately.
• Add users to project platforms such as Acconex as required.

Skills & Experience Required

• Previous administration or office support experience preferred.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• Confident using Microsoft Office and Teams.
• Ability to prioritise workload and work independently.

Personal Attributes

• Professional and approachable manner.
• Reliable and proactive with a 'can‑do' attitude.
• Strong team player with willingness to support wider office needs.
• Able to handle confidential information appropriately.

Additional Requirements

• Willingness to undertake Fire Marshal training.
• Flexibility to support ad hoc office and team requirements.