Temporary Office Administration / Job Support Role Job at P Squared Ltd, Canterbury
- Location:
- Canterbury
- Work type:
- Contract/Temp
- Classification:
- Administration & Office Support
- Contracts Administration
Contract Construction is a construction company based in Christchurchthat is seeking a temporaryoffice administration / Job Support position for a 12 month periodwhile the present incumbent is on maternity leave. This could possibly lead to a permanent full time role.
PRIMARY ROLE
The position involves organising and managing key office administration functions, including front line reception and general office administration tasks. The role involves providing friendly, efficient front line service to all Company customers, clients, sub-contractors and suppliers and conveying a positive Can Do attitude at all times. Provide administrative support to the Company’s construction sites and assist with the efficient running of the office. Actively promote the Companys image by representing the Company and its staff in a positive manner.
MAIN TASKS
Reception:
* First point of contact for people wishing to communicate with company
* Collect daily mail, sort and distribute
* Receive and distribute incoming faxes and send outgoing faxes as required
* Prepare and dispatch courier packages
* Word processing and spreadsheeting as required
* General office filing including archiving old files and maintaining office records
* Prepare and distribute monthly staff newsletter
* Place orders for supply of stationery and consumable items for office and sites
* Arrange servicing and repair of office equipment
Staff and Accounts:
*Receive and chase up as necessary weekly timesheets, purchase orders, Health & Safety reports from work sites and distribute to appropriate staff to action
*Record leave applications
*Maintain staff contact details
*Organise staff functions, site shouts, cards, flowers, gifts etc
*Manage petty cash
Administration:
*Prepare and maintain job summary information
*Maintain contract job and photo files
*Enter new contracts, trade codes etc
*Prepare and distribute job and invoice lists
*Update company manual as required
*Manage and organise Archiving of old files, plans, contracts etc
Tenders & Quantity Surveying Support:
*Pick-up and drop-off plans, tender documents etc
*Fax and phone tender invitations to sub contactors and suppliers
*Forward tender ads to newspaper and check correctly placed
*Update and keep current sub contractor and supplier list
*Follow-up phone calls to sub contractors for quotations and pricing information
*Deal with sub contractor queries and pass onto job manager
*Arrange photocopying of plans and tender documents as necessary
*Review pricing information received and pass onto quantity surveyors
*Assist with preparation of tender submissions as required
*Prepare and distribute sub-contract agreements
*Receive and record sub contractor Health & Safety information
*Obtain producer statements for Code of Compliance certificates.
*Submit and uplift Building Consents
*Record and distribute job variations
*Attend and respond to sub contractor tender queries
Small Jobs & Facilities Management:
*Receive and respond to new job queries
*Receive and distribute work orders
*Set up job files for accepted quotes
*Liaise with Maintenance staff regarding job priority and order of work
*Forward work to sub-contactors and follow-up to ensure timely completion
*Respond to client queries and requests
*Action completed work orders
*Process and enter invoices
*Maintain job summary data base