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

About The Role

We are looking for a proactive and organised Administrator to support our office teams.

The role is primarily site-based at HMNB Clyde, with remote working considered on an exceptional basis rather than as standard practice.

• Oversee and coordinate all general office administration activities, maintaining efficient and effective systems
• Provide support to the office manager as directed

• Act as a first point of contact for visitors, and colleagues
• Build positive working relationships with internal teams, customers, and visitors

• Responsible for supporting the effective management, control, and distribution of project documentation in accordance with project and Information Management (IM) requirements. The role will ensure that all documents are correctly numbered, processed, approved, and recorded, supporting compliance with project and client standards.
• Apply for document numbers and assist the project team with electronic storage
• Log and file all delivery tickets and invoices
• Maintain accurate filing systems (electronic and paper-based) ensuring records are well organised and up to date
• Create, update, and maintain documents including reports, invoices, letters and presentations
• Support the project team with data input into site trackers and advise parties of upcoming commitments
• Support data collection, and preparation of reports for management

• Arrange and coordinate meetings
• Attend meetings where required, taking accurate minutes and distributing them promptly

• Monitor and manage office supplies and equipment inventory
• Support project teams with administrative tasks as needed

• Identify opportunities to improve administrative processes and service delivery
• Provide flexible support across teams, taking on additional responsibilities where required
• Maintain strict confidentiality of company and customer information
• Act as a positive ambassador for Morgan Sindall, promoting a collaborative and supportive culture

• Educated to GCSE level (or equivalent)
• Experience in an administrative or office support role (desirable)
• Strong working knowledge of Microsoft Office and standard office systems

• Excellent organisational and time management skills
• Strong communication skills, both written and verbal
• Ability to build positive working relationships at all levels
• High attention to detail and accuracy
• Ability to manage a varied workload and respond to changing priorities
• Proactive, flexible and solutions-focused approach
• Ability to work both independently and as part of a team

• Experience in document control or administration within construction / engineering projects
• Understanding of document numbering and naming conventions