Fairhurst
Administrator / Document Controller
City of Edinburgh
Posted about 13 hours ago
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KEY RESPONSIBILITIES
Administrative Support:
- Handling and responding to correspondence (emails, phone calls, letters).
- Organizing and maintaining project documentation, including reports, presentations, and drawings.
- Managing project files and data, ensuring they are easily accessible and organized.
- Preparing and distributing project materials, such as agendas, meeting minutes, and reports.
- Assisting with invoicing and expense management.
- Ordering supplies and equipment as needed.
Travel and Logistics:
- Arranging travel, accommodation, and transportation.
- Making travel reservations and managing itineraries.
- Assisting with the preparation of journey specific risk assessments.
Project Planning and Organization:
- Assisting in developing project plans and timelines.
- Creating and maintaining project schedules and calendars.
- Organizing and managing project documentation and resources.
- Quality Controlling and issuing technical documentation.
- Maintaining client procedures while issuing documentation.
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Coordination and Communication:
- Facilitating communication between project team members, stakeholders, and clients.
- Scheduling and coordinating project meetings and events.
- Assisting design teams with correspondence on client platforms (e.g., ProjectWise, Autodesk Forma)
Task Management and Tracking:
- Assigning tasks to team members and monitoring progress.
- Tracking project milestones and deadlines.
- Identifying and addressing potential issues or delays.
Budget Management:
- Assisting with budget planning and tracking.
- Monitoring project expenses and ensuring projects stay within budget.
SKILLS & ATTRIBUTES
Skills Required:
- Strong organizational skills: To manage multiple tasks and deadlines effectively.
- Excellent communication skills: To facilitate effective communication with team members and stakeholders.
- Proficiency in Microsoft Office Suite: Competency in using software applications for word processing, spreadsheets, and presentations.
- Attention to Detail: Ability to pay close attention to details and ensure accuracy in all tasks.
- Problem-Solving Skills: Capacity to identify and resolve issues efficiently and effectively.
- Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
- Adaptability and Flexibility: Willingness to adapt to changing priorities and work in a fast-paced environment.
- Time management skills: To ensure projects stay on track and within deadlines.
- Ability to work independently and as part of a team: To effectively manage tasks and collaborate with others.
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Behavioural & Personal Attributes
- Confident communicator with the ability to influence at all levels.
- Proactive, solutions-focused, and detail-oriented.
- Collaborative team player with a professional and ethical approach.
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