Site Administrator

Opis stanowiska

At Mercury, it is our duty to encourage and back our people to realize their vision of themselves. We place them at the heart of what we do, providing challenging opportunities to develop within a great team in a supportive environment that allows them to reach their full potential.

Responsibilities

• Timesheet Management
• Ensure all timesheets for the assigned site are accurately & efficiently updated and are issued on time for input into SAP.
• Review and ensure all timesheets for direct employees and staff are accurate and balanced with the available information
• Collect Sub-contractor hours and upload details of time and manpower on the File key for monthly upload on SAP
• Submit Regional Stats to the EHS Senior Safety Officer at the end of each month
• Generate End of Month Sub-Contractor Report and upload details of each contractor to SAP.
• Travel Management
• Timely booking of flights & hotels
• Maintain site flight register and administrate
• Maintain and update staff rotation tracker
• Vehicle Management
• Maintain Vehicle register
• Manage Driving Applications / Licenses, Car Hire Request and Car Fines
• Accommodation Management
• Handle all site staff queries in relation to their apartments in UK through the UK accommodation supervisor.
• Staff Allowance and Expenses
• Maintain and track site personnel movements for accurate Subsistence Reports, which have to be submitted to payroll
• Request and monitor expenses from employees, get approvals and process for payment
• Collect, maintain and file Employee documents on the File key e. g. passport, A1, EHIC
• Maintain and update site staff’s information in various registers accurately and timely
• Maintain the stationary levels in the office and ensuring a stock is maintained
• Preparations of meeting rooms incl. catering as requested
• Taking Minutes of Meetings
• Point of contact between head office and site staff to handle queries of site staff to head office and forward replies to site staff
• Administration and Office Duties including typing, printing, mail, queries
• Support Site Project Manager as required
• Support other UK based site admins when required (Holiday/sick cover).
• Assist the Document Controller if requested.
• Developing and help maintain filing systems.
• Accurate filling of delivery dockets and documentation on site.
• Assist/help if required with the generating/maintaining/filing and tracking of O&M Manuals.
• Review and report on the File Key structure ensuring the general instructions are followed by all.
• All other duties associated with this role

IN DETAIL FOR SITE PURPOSES

• Travel
• Timely booking of flights & Hotel.
• Maintain site flight register and administrate
• Maintain and update staff rotation tracker
• Vehicle
• Maintain Vehicle register
• Driving Applications / Licenses
• Car Hire Request
• Car Fine
• Accommodation
• Handle all site staff queries in relation to their apartments in UK through the UK accommodation supervisor.
• Timesheets
• Ensure all timesheets for the assigned site are accurately & efficiently updated and are issued on time for input into SAP.
• Review and ensure all timesheets for direct employees and staff are accurate and balanced with the available information
• Collect Sub-contractor hours and upload details of time and manpower on the File key for monthly upload on SAP
• Submit Regional Stats to Manager at the end of each month
• Generate End of Month Sub-Contractor Report and upload details of each contractor to SAP.
• Staff Allowance
• Maintain and track site personnel movements for Subsistence.
• Keep accurate Subsistence report for submittal to payroll.
• Expenses
• Request from employees
• Monitor
• Submit for approval
• Process and upload to SAP for payment

Administrator Responsibilities

• Passport – collect, maintain and file on the File key. Information is private and not to be disclosed.
• A1 forms – collect, maintain and file on the File key. Information is private and not to be disclosed.
• UK Registration – collect, maintain and file on the File key. Information is private and not to be disclosed.
• EHIC card details – collect, maintain and file on the File key. Information is private and not to be disclosed.
• Safe pass/CSCS cards – collect, maintain and file on the File key. Information is private and not to be disclosed.
• Staff Information
• Maintain and update the site staff’s information in the following registers;
• INSURANCE – submitted monthly
• LIVE REGISTER – Submitted weekly
• COST ALLOCATIONS – Submitted monthly
• Site Office Supplies
• Maintain Stationary Supplies
• Maintain Asset register.
• Coffee / Tea Supplies
• Meetings
• Ensure meetings rooms are kept in a tidy appearance and supplied with minute notepads and pens.
• Ensure coffee machine is cleaned and stocked.
• Arrange catering if/when requested.
• Take minutes of meetings, if/when requested.
• Head Office Contact
• You are the direct contact between head office and site staff.
• Handle any / all queries of site staff to head office and forward replies to site staff.

Administrator Responsibilities – General

• Administration and Office Duties including typing, printing, mail, queries.
• All other queries/duties requested which are associated with an administrative role
• Support other UK based site admins when required (Holiday/sick cover).
• Support Site Project Manager as required
• Document Control – Assist the document controller if requested.
• Developing and help maintain filing systems.
• Accurate filling of delivery dockets and documentation on site.
• Assist/help if required with the generating/maintaining/filing and tracking of O&M Manuals.
• Review and report on the File Key structure ensuring the general instructions are followed by all.

Essential Criteria for the Role:

• Strong Administration with minimum 2 years’ experience
• PC literate with competency in Microsoft Word, Excel, Outlook
• Ability to liaise and manage all site paperwork
• Experience in the construction or engineering industry advantage but not essential
• SAP experience advantage but not essential as full training will be given
• Excellent telephone manner
• Attention to detail
• Ability to multitask and work under pressure
• Strong interpersonal and organizational skills
• Pride in the quality and presentation of work
• Excellent communication skills