Apprentice Office Administrator

Administrative Support
• Provide administrative support to the management team to assist with the smooth running of projects and business operations.
• Prepare and organise project site boxes and associated documentation.
• Maintain accurate electronic and paper filing systems.
• Assist with the preparation, distribution and management of project documentation.
• Ensure records and databases are kept accurate and up to date.
• Support colleagues with general administrative duties as required.
Procurement and Supplier Support
• Assist with placing orders for materials and services in line with project requirements.
• Obtain quotations from suppliers and support the team in identifying cost-effective solutions.
• Maintain supplier records and update purchasing information as required.
• Monitor deliveries and communicate any delays or issues to the relevant team members.
• Assist in developing positive working relationships with suppliers and subcontractors.
Health & Safety Administration
• Support the preparation and maintenance of project health & safety documentation, including Construction Phase Plans, Risk Assessments and Method Statements.
• Liaise with external health & safety consultants and training providers as directed.
• Ensure project health & safety records are accurately maintained and readily accessible.
• Assist with the management of COSHH records, accident books and first aid equipment.
• Support the scheduling and administration of statutory inspections, equipment servicing and maintenance records.
• Assist in maintaining records of employee health & safety training and certifications.
• Provide administrative support in the completion of client pre-qualification questionnaires (PQQs) and health & safety accreditations, including SafeContractor and other industry schemes.
Project Coordination
• Assist Project Managers with the preparation and administration of project documentation.
• Support the compilation and distribution of project walkthrough information.
• Update project records and documentation as instructed.
• Assist in obtaining permits, access approvals and other documentation required before project commencement.
• Communicate project information to relevant stakeholders where required.
Site Coordination
• Assist in communicating site-specific requirements, including access arrangements and site rules, to contractors and operatives.
• Support the scheduling of subcontractors and suppliers in accordance with project programmes.
• Raise any potential scheduling issues or conflicts with the relevant Project Manager.
Reception and Customer Service
• Answer incoming telephone calls promptly and professionally, directing enquiries to the appropriate person.
• Welcome visitors to the office and ensure sign-in and sign-out procedures are followed.
• Manage incoming and outgoing post, deliveries and couriers.
• Provide a professional first point of contact for clients, suppliers and visitors.