Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Role Overview

The Administration Assistant will provide efficient and professional administrative support to ensure the smooth day-to-day running of the VINCI Building Blythe Valley office. The role requires a proactive, organised individual with strong communication skills who can manage multiple tasks, support colleagues, and deliver a high standard of customer service to visitors and staff.

Reception & Front of House

Answer incoming Microsoft Teams calls promptly, directing calls accurately and taking clear messages where required
Welcome visitors to the office, sign them in, and escort them to meeting rooms
Provide refreshments for meetings as required and ensure a professional front-of-house service
Order taxis for visitors as needed

Meeting Room & Office Coordination

Manage meeting room bookings, schedules, and daily organisation
Prepare meeting rooms in advance and ensure rooms are cleared and reset at the end of each day
Display meeting room schedules for the following day
Notify relevant contacts of catering requirements in advance

General Office Administration

Support day-to-day office operations including:
Logging incoming and outgoing post and couriers
Managing access fobs
Printing, photocopying, and document preparation

Maintain a clean and organised office environment (including emptying the dishwasher and stocking cupboards)
Print and distribute internal communications such as the VINCI newsletter
Update the wellbeing noticeboard with monthly Toolbox Talks

Deliveries & Logistics

Receive and log all deliveries, ensuring items are distributed correctly
Arrange courier services via:
Ricoh Logistics online portal
RJR Couriers / Local Couriers for urgent deliveries

Compliance & Health & Safety

Maintain and check the Fire Register against the weekly movements sheet
Act as a Fire Marshal (training to be provided)

Weekly & Monthly Tasks

Weekly:

Send email reminders each Thursday requesting staff movements for the following week
Compile and update the office “movements sheet”

Monthly:

Update and print the Fire Register (confirming starters and leavers with Office Manager)
Maintain and update the Site Directory (internal and SharePoint versions)
Record and report manpower statistics, including staff attendance and visitor numbers
Ensure internal communications and noticeboards are current

Systems & Document Management

Scan and upload documents to internal systems (4P / Dalux)
Maintain records and filing systems accurately
Add users to project platforms such as Acconex as required

Skills & Experience Required

Previous administration or office support experience preferred
Strong organisational and time management skills
Excellent communication and interpersonal skills
Confident using Microsoft Office and Teams
Ability to prioritise workload and work independently

Personal Attributes

Professional and approachable manner
Reliable and proactive with a “can-do” attitude
Strong team player with willingness to support wider office needs
Able to handle confidential information appropriately

Additional Requirements

Willingness to undertake Fire Marshal training
Flexibility to support ad hoc office and team requirements

We are VINCI Building

Operating from our network of offices throughout England and Wales, VINCI Building delivers new build, refurbishment and associated fitout works, with particular expertise in the education, healthcare, industrial, air, retail, commercial and mixed-use sectors.

We focus on technical excellence and experience to sustainably deliver best value for our clients. We understand and respond to the challenges of the modern built environment.

Our goal is always to build strong partnerships with our customers and stakeholders to ensure success by unlocking your strategic vision and turning it into a deliverable scheme. We are active in a wide range of sectors and value bands, allowing us to provide a regional service with national resources.

VINCI Building delivers complex projects and programmes, blending our corporate stability with the local knowledge our teams offer.

Sustainability is at the heart of our approach, and we are committed to respecting and protecting the environment in everything that we do. We take the time…