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.
See all of our latest Jobs at https://www.mentorimcgroup.com/jobs/
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.
Job Ref: 8921
Netherlands
ADMINISTRATION OFFSHORE
Contract
