Site Office Manager

Overview

At Costain our Energy Sector helps our customers transition to clean energy, while providing practical solutions to improve the efficiency, sustainability and resilience of existing infrastructure. We focus on delivering engineering, construction and digital solutions to support the UK’s transition to low-Carbon Economy. We deliver Engineering services in production, processing and distribution services. Also providing professional and managed services through construction focusing on three key customer drivers: Energy Transition, Energy Resilience and Energy Connectivity.

The role is a Site Administrator/Document Controller based on-site in Lincolnshire to support the project office and related administrative functions.

Responsibilities

Site Administration

• Assisting with the setup and administration of project systems and data for the office
• Facilitate site inductions and assist onboarding process for new starters
• Manage all aspects of office duties: maintain office and cleaning supplies and asset register
• Order materials for site: signage, kitchen and toilet supplies, office stationery, PPE, etc.
• Organise site visits, events and training courses: PPE, hotels, car hire, meeting rooms, lunches, etc.
• Copy onto server: plant inspections, check sheets; file site deliveries, waste transfer notes, etc. in site files and SharePoint drive
• Take weekly returns from subcontractors: hours, waste transfer notes, consignment notes, materials, fuel used, etc.
• Upload relevant data with Sustainability Team on Moata
• Support safety team by uploading safety data on Capture
• Record weekly and monthly meeting minutes, distribute to attendees and manage meeting room
• Circulate team communications

Document control

• File and scan items for folders
• Assist with issuing and filing drawings on SharePoint and for the site team
• Manage drawing register MDR/CDL with Engineering Department
• Manage document register, support reviewers with revisions and issue of H&S documentation to client on SharePoint (H&S documents, CDM plans, etc.)

Qualifications

• Experience in a similar role is essential
• Good interpersonal skills
• Document control experience
• Innovative, flexible and willing to adapt
• Ability to influence and persuade
• Proficient in the Microsoft Office suite and good general IT literacy
• Excellent communicator both written and verbal
• Self-motivated
• Ability to work to tight deadlines
• Ability to collaborate across a wide team and gather information
• Meticulous in data entry and checking quality of output
• Excellent organisational skills
• Minute taking, booking meeting rooms, hot desks and managing diaries of senior management
• Pro-active and quick learner

About Us

Costain helps to improve people’s lives with integrated, leading edge, smart infrastructure solutions across the UK’s energy, water, transportation and defence markets. We help our clients improve their business performance by increasing capacity, improving customer service, safeguarding security, enhancing resilience, decarbonising and delivering increased efficiency. Our vision is to be the UK’s leading smart infrastructure solutions company. We will achieve this by focusing on blue chip clients whose major spending plans are underpinned by strategic national needs, regulatory commitments, legislation or essential performance requirements. We offer our clients leading edge solutions that are digitally optimised through the following five services which cover the whole lifecycle of their assets: future-shaping strategic consultancy; consultancy and advisory; digital technology solutions; asset optimisation and complex programme delivery. Our culture and values underpin everything we do.

Costain appreciates the time and effort taken when applying for one of our positions. Due to high volume responses, we are unable to provide individual feedback at application phase. We do share individual feedback following an interview. A Disability Confident employer will generally offer an interview to any applicant who discloses a disability and meets the minimum criteria. In certain recruitment situations such as high-volume or peak periods, the number of interviews may be limited. For more details visit the Disability Confident website: https://www.gov.uk/government/collections/disability-confident-campaign

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