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Administration Assistant – VINCI Building Blythe Valley Office
Role Overview
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.
Responsibilities
📞 Reception & Front of House
- Answer Microsoft Teams calls promptly and direct calls accurately; take clear messages when required
- Welcome visitors to the office, sign them in, and escort them to meeting rooms
- Provide refreshments for meetings as requested and maintain a professional front-of-house service
- Arrange 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 each day
- Display the following day’s meeting schedule in the office
- Notify relevant contacts about catering requirements well in advance
📊 General Office Administration
- Post & courier support: Log incoming/outgoing mail and parcels daily
- Access control: Manage and distribute access fobs for staff
- Document handling: Print, photocopy, and prepare documents as required
- Office maintenance: Keep the environment clean (including emptying dishwashers and stocking supplies)
- Internal communications: Print and distribute newsletters (e.g., VINCI Building newsletter)
- Wellbeing support: Update the wellbeing noticeboard with monthly Toolbox Talks
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🚚 Deliveries & Logistics
- Receive and log all deliveries, ensuring correct distribution
- Arrange courier services via:
- Ricoh Logistics portal (online)
- RJR Couriers / local couriers (for urgent/express deliveries)
🔥 Compliance & Health & Safety
- Fire Register management: Review and update against weekly movements logs
- Emergency role: Act as Fire Marshal (training provided)
📅 Weekly & Monthly Tasks
Weekly
- Send email reminders (every Thursday) requesting staff movements for the following week
- Compile and update the office movements sheet
Monthly
- Fire Register: Update and print, confirming staff start/leaver details with the Office Manager
- Site Directory: Maintain both internal and SharePoint versions
- People Reporting:
- Record and report manpower statistics (staff attendance + visitor numbers)
- Ensure communications (newsletters/noticeboards) are current
💻 Systems & Document Management
- Scan and upload documents to internal systems (4p / Dalux)
- Maintain filing records and verify project platforms (e.g., Acconex user access)
Skills & Experience Required
- Preferred: Previous administration, PA, or office support experience
- Essential:
- Strong organisation and time management
- Excellent communication and interpersonal skills
- Confident use of Microsoft Office and Teams
- Ability to prioritise workload and work independently
- Practical knowledge of health & safety regulations
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Personal Attributes
✔ Professional yet approachable manner ✔ Reliable, proactive, and solution-focused (‘can-do’ attitude) ✔ Excellent team player with willingness to support wider office needs ✔ Keeps confidential information secure and private
Additional Requirements
- Willing to undertake Fire Marshal training
- Flexible to support ad-hoc office/team needs
Why Work with VINCI Building?
VINCI’s Construction & Property Solutions network delivers innovative new build, refurbishment, and fitout projects across education, healthcare, industrial, retail, and mixed-use sectors. We combine regional expertise with national resources, focusing on sustainability and forging strong partnerships with clients.
Our mission? To build a brighter future by integrating technical excellence, community responsibility, and FIR (Fairness, Inclusion and Respect) principles into every project. We value diverse talent and encourage career applications from all backgrounds.
Life at VINCI Building: 💼 National reach with local communities 🌱 Sustainability-driven approach 🗣 Flexible, home-based work options available
To help with the application process, kindly contact us if you require reasonable adjustments.
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