Site Administrator - Brandesburton - Early finish on a Friday!
(Hours of work: Mon-Thurs 7am to 4pm and Friday 7am to 1pm)
We are seeking a experienced Site Administrator for our client, a leading Modular building specialist in East Yorkshire. As a Site Administrator, you will play a crucial role in ensuring the smooth operation of the site by handling various administrative tasks and providing support to the team.
Responsibilities as Site Administrator:
General Office Management:
- Answer telephone calls, handle queries, and escalate issues as necessary.
- Order, manage, and control stock levels of PPE, stationery, and refreshments.
- Handle catering for meetings, including ordering food, preparing refreshments, and post-meeting clean-up.
- Process purchase orders, match invoices, and handle supplier queries.
- Assist with transport and delivery coordination, including liaising with drivers and operatives.
Document Handling:
- Print, scan, and upload documents such as job packs, inspection sheets, sick notes, and purchase orders.
- Maintain and update filing systems, both physical and digital.
- Handle incoming and outgoing mail, including franking and distribution.
Timekeeping & Attendance:
- Check and validate timesheets, resolve queries, and upload data.
- Track and report on fitting hours, indirect hours, and subcontractor hours.
- Manage clock machine issues and attendance records daily.
Miscellaneous:
- Assist with permit-to-work processes and ensure compliance with safety standards.
- Liaise with external agencies and suppliers regarding pricing, orders, and service agreements alongside supporting various administrative tasks as required.
Health & Safety:
- Assist the SHEQ officer with the implementation and monitoring of SHEQ policies and procedures.
- Scan, upload, and maintain records of Standard Operating Procedures (SOPs), Risk Assessments, Toolbox Talks, and Induction documents.
- Organise and record Forklift Loler certifications and equipment calibrations.
Compliance & Reporting:
- Ensure compliance with ISO 9001/14001/45001 standards.
- Monitor and update absence records, prepare daily absence reports, and liaise with supervisors on related matters.
- Assist with incident tracking and document management.
Operational Support:
- Prepare and distribute job packs, ensuring all necessary documentation is included and uploaded to relevant systems.
- Track, record, and monitor budget allocations and update budget codes as required.
- Liaise with operatives and supervisors to address and resolve production-related issues.
Supplier & Stock Management:
- Coordinate with suppliers for timely delivery of materials, equipment, and other necessities.
- Manage and monitor inventory levels of essential supplies and equipment.
Logistics:
- Assist transport drivers with unit collections and manage on-site deliveries.
New Starters & Leavers:
- Set up YouManage accounts for all new starters, ensuring accurate data entry and account activation.
- Assist employees with login issues and provide support for any YouManage-related queries. Ensuring all necessary documents, including pre-employment checks and training records, are scanned and uploaded to YouManage.
Employee Records:
- Input and maintain accurate records of holidays, appointments, sickness, and return-to-work notes on YouManage.
- Monitor and update employee absence records, generating reports as required.
Ad-hoc HR Support:
- Support the HR Officer and Head of HR with miscellaneous tasks and projects as needed.
Requirements as Site Administrator:
(Essential Experience)
- Minimum of 2 years of experience in an administrative role, preferably within a manufacturing or industrial environment.
- Familiarity with using HR Information Systems (e.g., YouManage) for employee record management.
- Experience handling timesheets, absence monitoring, and related queries.
- Proficiency in document scanning, uploading, and maintaining both physical and digital filing systems.
- Strong verbal and written communication skills, with the ability to handle queries and liaise with multiple departments.
(Desirable Experience)
- Experience supporting SHEQ officers or similar roles, with knowledge of ISO 9001/14001/45001 compliance.
- Experience in liaising with suppliers for stock management
- Previous experience in providing administrative support within a production or factory environment.
- Advanced proficiency in Microsoft Office
(Knowledge / Skills)
- Ability to anticipate needs and take proactive steps to improve efficiency.
- Strong relationship-building skills to work effectively with colleagues, supervisors, and external partners.
- Excellent organisational skills, attention to detail, and ability to manage multiple tasks simultaneously.
- Competent in using office software, YouManage HRIS, and other relevant systems.
Benefits:
- 4% Employer contribution for Pension (After 3 months of service)
- Holidays 23 days holiday rising to 25 after one full year of service
- Life Assurance Scheme offered after 12 months of service
- Free Parking