Site Secretary

For more than 30 years, Mentor IMC Group has provided Consultants and Teams to global Energy and Infrastructure companies, encompassing all Project Management, Design, Engineering and Health & Safety disciplines across the Oil and Gas, Renewables, Offshore Wind, Nuclear, Power and Construction industries.

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Site Secretary

SITE SECRETARY required by our client, to be hired on a contract basis, located in The Netherlands.
 
 
Position Scope
 
  • The Site Secretary assists the Lead Service and Administration
 
 
PRINCIPLE RESPONSIBILITIES
 
Phone and reception services
 
  • Create and maintain site personnel and contact list
  • Receiving guests and deliveries. Arranging lunch for meetings onsite
  • Distributing incoming mail
  • Booking Accommodation and taxis for visitors
  • Directing phone calls (only on some sites)
  • Providing IT support and reporting IT errors - (service desk + 4599552255
  • Keeping overview of the site staff calendars
  • Keeping a log book of site visitors and retrieving the book in case of fire
  • Handling the keys when taking over the site
  • PONDUS - support regarding filing of documents
 
Phone and reception services
 
  • Creating and maintain site personnel and contact list
  • Receiving guests and deliveries. Arranging lunch for meetings onsite
  • Distributing incoming mail
  • Booking Accommodation and taxis for visitors
  • Directing phone calls (only on some sites)
  • Providing IT support and reporting IT errors - (service desk + 4599552255
  • Keeping overview of the site staff calendars
  • Keeping a log book of site visitors and retrieving the book in case of fire
  • Handling the keys when taking over the site
  • PONDUS - support regarding filing of documents
 
Accounts and invoicing, SAP etc
 
  • Check invoices, doing the accounts, opening of accounts
  • Managing utility bills, purchasing orders and budgets
  • Managing the petty cash - if relevant
  • Assistance in connection with systems, SAP registration i.e. Time registration
 
Purchase
 
  • Purchasing stationary supplies (DE sites = always through the client's procurement)
  • Purchasing the client's merchandise
  • Produce a site inventory list
 
Meetings and events etc.
 
  • Scheduling and sending out meeting requests for site meetings. Take minutes of meetings
  • Proofreading and correspondence and organising team events and social activities
 
Introduction, Inductions and Training
 
  • Give short introduction/ information to new personnel on site, including handing out manuals
  • Organising site inductions. Assist new personnel when they need help
  • Booking and follow on the need for safety courses among site personnel when informed by HSE
  • General support of staff on construction site
 
 
EXPERIENCE/QUALIFICATIONS  
 
  • Recommended relevant education: Business school or similar
  • Recommended years of experience from similar position: 3 to 5 years as a secretary on a construction site or in a similar working environment
  • Recommended years of experience working in project matrix organisation: Not relevant
  • Recommended years of relevant work experience within wind and/or construction: 3-5 years.
 
 
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Job Ref: 8921
Netherlands
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