Permit / Passes and Team Administrator - Folkestone

There is a requirement for a Permit / Access and Team Administrator to come onto a major infrastructure project in Folkestone.

Role Brief:

• The Construction Team Permits / Passes and Team Administrator is responsible for day to day management of the construction Project Managers and Construction Team and for the interface regarding all site security, access and training for working within the parameters of the worksite.

Security Vetting, Permits, Passes and Training:

• Management of communications to the construction management team and contractors
• Receipt and validation of reporting data
• Liaison with Interface Admin for local control over site access and office provisions
• Ensure the recording of access passes and training requirements for both the client and Contractors
• Manage with Security reps FR and UK for the delivery of access passes on time
• Manage with training Centre the organization of the Safety and technical training sessions for both the client and the Contractors
• Manage the Construction Permit process
• Support the generation of reports to allow the on-going monitoring and progressing of the status of documentation and correspondence

Team Administration:

• Provision of general clerical and administrative support to the construction team including but not limited to:
  • Administrative roles relating to procurement, budget and cost control
  • Coordination of meetings including room booking, collation and distribution of information ahead of meetings, preparation of formal meeting minutes, recording and management of actions and issues
  • Assisting construction team members with travel arrangements and bookings
  • Assist in the production of reports and presentations as required
  • Formatting and collation of documents/specifications produced by others

• Update and maintain Company Location Schedule for Folkestone based personnel
• Manage bookings/schedule of French Lessons in Folkestone office, and verification of invoices prior to securing approval
• Order and maintain stocks of PPE, manage quarterly audits
• Maintain PPE issue and loan log
• Timesheet compilation, process for approval and distribution to team

Office Manager Cover:

• Update Folkestone Asset Register as required
• Order and supply of office consumables
• Assist in the organisation of team events/meetings
• Report any H&S office issues as appropriate, including cleaning
• Liaise with contractor's office staff regarding practical management of on-site matters
• Maintain Project Admin calendar
• Maintain Project Meeting Room calendar
• First Aid

Skills & Experience Required:

• Microsoft Office skills including Outlook, Word, Excel, PowerPoint
• Excellent organisational, delivery and communication skills, with the ability to interact at all levels and different cultures
• Ability to remain calm under pressure and to use own initiative
• An excellent team player with experience of working in a construction and project environment
• French Speaking advantageous