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.

• 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

• 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

• 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

• 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

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

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

• 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

• 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

• 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

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

Should you require any reasonable adjustments to be made as part of the application process, please contact us directly.

VINCI Building recognises the importance of helping employees balance their work and home life by offering flexible working arrangements across many of our roles, including working from home, to help employees balance their working life with other priorities.