Site Administrator - 2 years FTC

Job description

As part of Bouygues Construction's Public Works division, VSL International participates in the construction of major technical structures and guarantees their structural safety and durability: transport infrastructure (bridges, tunnels), industrial and energy production structures, and commercial buildings. VSL's business is based on four areas of expertise: · Structural systems and technologies · Civil engineering · Foundations and soil engineering · Preservation, structural repairs, renovation and optimization of structures. VSL has 4,000 employees at 25 locations worldwide (Asia and Oceania, Middle East, Europe, Latin America, Canada). Project The Lower Thames Crossing is one of the UK’s most significant infrastructure programmes, linking Kent and Essex via the longest road tunnel in the country. Delivered within a collaborative alliance environment, the project involves complex enabling works, geotechnical operations, deep foundations, soil mixing and large-scale civil engineering activities essential to the successful delivery of the scheme. This technically demanding infrastructure programme combines major construction logistics, temporary works, heavy plant operations and high-risk construction activities within a live project environment. Role Overview We are seeking an organised and proactive Site Administrator to support the day-to-day administration and smooth operation of site activities on the Lower Thames Crossing project. Working closely with the Project Manager, Site Managers, Engineers, subcontractors and wider project team, you will provide effective administrative support, maintain accurate records and ensure that key project information is managed and communicated efficiently. This is an excellent opportunity to join a high-profile infrastructure project and contribute to one of the UK’s largest and most technically complex civil engineering programmes. Key Responsibilities Site Administration & Coordination Provide day-to-day administrative support to the site management and project teams. Maintain accurate records of site activities, personnel, deliveries and project information. Support the preparation of reports, trackers, meeting minutes and project updates. Organise meetings, prepare agendas and record actions. Coordinate site communications and distribute relevant information to project teams. Assist with the onboarding and induction of new employees, visitors and subcontractors. Maintain site registers, contact lists and records of key project personnel. Support the booking and coordination of site facilities, welfare, accommodation, travel and meeting rooms where required. Document Control & Record Keeping Maintain and update electronic and hard-copy filing systems. Manage the distribution, filing and retrieval of project documentation. Support the document control process for drawings, reports, inspections, permits and project records. Ensure documents are correctly named, stored and issued to the relevant stakeholders. Maintain accurate records of revisions and approvals. Assist with the compilation of handover and close-out documentation. Ensure project records are complete, accurate and readily accessible. Subcontractor & Workforce Administration Support the administration of subcontractor documentation and project records. Maintain records of subcontractor attendance, inductions, competencies and site access. Assist with timesheets, labour returns and workforce reports. Track training, certification and expiry dates where required. Coordinate with payroll, HR and project teams to resolve administrative queries. Support the preparation of weekly and monthly workforce information. Procurement & Commercial Support Raise and process purchase orders, requisitions and delivery documentation. Maintain records of goods received, plant, materials and equipment. Assist with invoice tracking and the processing of subcontractor documentation. Support the project team with cost trackers, procurement schedules and commercial records. Liaise with suppliers, subcontractors and internal departments to follow up outstanding information. Maintain accurate records of project expenditure and commitments where required. Health, Safety, Quality & Environmental Support Support the site team in maintaining accurate Health & Safety, quality and environmental records. Assist with the preparation and filing of inspection records, permits, briefings and reports. Maintain records of inductions, toolbox talks and training activities. Support the administration of incident, observation and corrective-action records. Assist with audits by retrieving and organising relevant documentation. Ensure all administrative activities are completed in accordance with project procedures and company requirements. Promote a positive approach to Health & Safety, quality and environmental compliance. Collaboration & Continuous Improvement Work collaboratively with the wider project, engineering, commercial, procurement and Health & Safety teams. Support the implementation of consistent administrative processes across the project. Identify opportunities to improve filing, reporting and information-management systems. Assist with the preparation of lessons learned and project close-out information. Provide a professional and helpful point of contact for site administration queries. Contribute to a well-organised, efficient and collaborative site environment. Candidate Profile Education & Qualifications GCSEs or equivalent, including English and Mathematics. A relevant administration, business or construction-related qualification would be advantageous. Training or qualifications in document control, site administration or construction administration would be beneficial. Experience Previous experience in a site administration, project administration or construction administration role. Experience working within a construction, civil engineering, infrastructure or engineering environment. Experience supporting site teams, project managers or operational departments. Experience managing records, trackers, reports and project documentation. Experience working with subcontractors, suppliers and multidisciplinary project teams would be advantageous. Experience working on major infrastructure, highways, rail, tunnelling, marine or geotechnical projects would be beneficial. Technical Skills Good working knowledge of Microsoft Office, including Word, Excel and Outlook. Experience using document management or project systems would be advantageous. Ability to maintain accurate trackers, registers and records. Strong written and numerical skills. Ability to produce professional correspondence, reports and meeting minutes. Familiarity with construction terminology and project documentation. Understanding of document control and revision-management processes. Personal Attributes Highly organised with excellent attention to detail. Professional, reliable and confident when communicating with colleagues and stakeholders. Able to manage multiple tasks and deadlines in a busy project environment. Proactive approach, with the ability to work independently and use initiative. Strong team player with a collaborative and helpful attitude. Flexible and adaptable to changing project requirements. Discreet and trustworthy when handling confidential information. Committed to maintaining high standards of Health & Safety, quality and administration. VSL/Bouygues Construction is an equal opportunities employer and is committed to creating an inclusive and diverse working environment where everyone is treated fairly and with respect. We welcome applications from all suitably qualified candidates regardless of age, disability, gender identity, marriage or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. A copy of our Equal Opportunities Policy is available upon request. Interested? Apply now and let's build the great structures of tomorrow together!