Construction Assistant job at Aldelia | Apply Now

Administrative

• Provide an efficient and confidential Administrative service to team members including the typing and dispatch of letters, reports, minutes, faxes, memos and overhead materials in an accurate and timely manner

• Scanning and creation of property boxes for all incoming correspondence

• Carry out photocopying/scanning as required

• Distribution and logging of incoming Project documentation, including letters, procedures, drawings etc. (using PRODOM)

• Generate, update and maintain records, reports and databases as appropriate

• Arrange meetings, including booking of conference rooms, equipment and coordinating catering requirements

• Maintain up to date knowledge of project team personnel movements and rota in conjunction with Logistics Team

• Provide first point of contact internally for off-site visitors to the project

• Assist in the weekly collation of approved timesheets for contractors and ensure that these are passed to Cost control Team

• Operate filing systems to ensure that all paperwork is properly maintained

• Arrange (via Kampala office) timely ordering/receipt of required standard office goods/stationery

• Coordinate IS requests

• Complete mobilization paperwork for ad hoc visitors and vendors where required

Logistics

• Liaise with the Travel Coordinator to ensure timely booking of travel and accommodation requirements

• Liaise with Accommodation Camp Operations over daily accommodation issues and bedspace allocation

• Liaise with and be the focal point between key subcontractors and the accommodation camp to ensure accommodation requirements are booked and communicated appropriately

• Arrange collections and drop-offs at key sites and liaise with mini-bus drivers

• Release morning “Planned POB” by 09.00 hrs. Daily (working week) providing expected movements and POB status

• Release afternoon “Actual POB” by 16.00 hrs. daily (working week) providing final figures following flight/vehicle/other movements

• Maintain up to date knowledge of project team personnel movements and rotations in conjunction with Logistics Team

PPE

• Maintain low levels of PPE for site visitors and liaise with Operations when additional items are required in case of visitor numbers/sizes are not available. Conduct monthly stock checks and maintain accurate records

• Submit individual requests for replacements

• Maintain oversight of PPE Lockers and allocate accordingly when appropriate

• Regularly visit PPE Locker Room to ensure it is in a clean and tidy condition. Report failings accordingly

Office Logistics

• Maintain suitable provisions of stationery and printer consumables. Submit stationery requests.

• Maintain tidiness of workplace environment plus Printer/stationery Room