Job Description

About the RoleWe are seeking a highly organised and proactive Site Administrator to support multiple project sites across Derbyshire. This is a varied and fast-paced role, providing essential administrative and project support to Site Managers, Project Managers, and the wider project delivery team.

The successful candidate will play a key role in maintaining project documentation, supporting SHEQ compliance, coordinating audits and training, and ensuring site information is accurate, up to date, and readily accessible.

Key Responsibilities

Project & Document Management

Maintain and distribute the Live Sites Register to key stakeholders including SHEQ and PMO teams.
Manage and maintain project documentation across various systems, ensuring records are accurate and up to date.
Transfer project documentation between A-Site, ACC and Viewpoint systems.
Assist project teams in creating Building Management System (BMS) documents ready for filing and audit purposes.
Maintain site packs and ensure site documentation requirements are met.
Print and distribute technical drawings and site documentation as required.
Populate governance reports and presentation slides with project information.

Compliance & Quality Assurance

Monitor and expedite monthly reviews of:
Construction Phase Plans (CPP)
Environmental Management Plans (EMP)
Quality Management Plans (QMP)
Associated compliance documentation

Manage and maintain key project registers, including:

Track PDA audits and ensure actions are completed within agreed timescales.
Coordinate cross-workstream audits.
Assist with Site Welfare Audits and monitor SHEQ compliance requirements.
Ensure site statutory plans remain current and accessible.

Project Coordination & Reporting

Attend meetings, taking and distributing minutes and actions.
Support Project Managers with the preparation of monthly progress reports.
Assist Project Managers with the compilation of monthly reports.
Provide planning teams with status updates and collaborative planning information.
Maintain live site working maps and project information dashboards.

Technical Information Management
Maintain and update water industry specifications, design manuals, standard drawings and documentation through regular reviews.
Monitor and maintain access to project information systems .
Prompt Project Managers regarding Bulletin Board updates.

Team & Site Support

Create and maintain site team organograms, including summaries of roles and responsibilities.
Manage site posters, including Fire Marshal and First Aider information.
Coordinate staff and subcontractor onboarding processes.
Manage team training records, book training courses and maintain the training plan.
Maintain holiday trackers and resource information.
Manage site signing-in records.

Office & Welfare Administration

Order stationery, PPE, first aid supplies, tea, coffee and other site consumables.
Assist with the preparation of requisitions for plant, equipment and materials.
Support site welfare initiatives and ensure welfare facilities remain stocked and compliant.
Assist in creating and publishing
Skills & Experience Required

Previous experience in a Site Administrator, Project Administrator or Construction Administrator role.
Strong document control and administration experience.
Excellent organisational skills with the ability to manage multiple priorities.
Experience supporting construction, engineering, utilities or infrastructure projects.
Proficient in Microsoft Office, including Excel, Word and PowerPoint.
Experience using document management systems such as Viewpoint, ACC, A-Site or similar platforms would be advantageous.
Strong communication skills

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at (url removed)