Team Organiser & Document Controller - London

Balfour Beatty has an exciting opportunity for a Team Organiser & Document Controller to join the Rail team in Beckton/ Canary Wharf.,

• FTC - 12 months
• To provide a range of secretarial and administration support to the project team.
• To be responsible for the effective management of office facilities and supporting administrative resources for a designated team within Delivery Units and Hubs
What you'll be doing Team Organiser
• Develop and administer office management processes and systems to ensure the efficient and effective running of the team
• Provide secretarial support to the Project Manager
• Prepare and track personal expenses and other ancillary expenditure
• Ensure that invoices are fully authorised and processed in a timely manner
• Ensures & monitor all team training, book training when required
• Monitor and check the quality of services provided by external suppliers, contractors and other relevant third parties
• Work with the Procurement function to secure best deals as well as complying with company-wide procurement processes and suppliers
• Ensure statutory and communication notices are sent around the team
• Live the Balfour Beatty Values
• Ensure a relentless focus on Zero Harm
• Administration of safety statistics, collate site hours and issue monthly reports
• Managing the booking of hotels and train tickets
• Administer Kronos time sheet approvals
• Support Engineers on BIM
• Assist the Timekeeper with the uploading of timesheets/ hours onto Oracle R12 & Replicon software.
• Ensuring allocation sheets are submitted and received by all the JV blue collars on time to issue accurate cost allocations and adjustments.
• Maintaining Absence/Sickness/Holiday trackers for the Blue Collar employees;
• General Admin duties - Minutes of meetings/typing/photocopying/scanning;
• Manage meetings and ensure all the team are aware of meetings
• Create Gate 6 presentation monthly
• Manage Beckton Mailbox
• Book conference/meeting rooms - internally and externally for the team meetings
• Maintain accurate and secure paper based/electronic filing systems, including archiving
• Ensuring all new starters are fully equipped
• Ordering PPE for the team
Document Control:
• Ensure complex filing system is maintained and up to date
• Compile project delivery documentation for possessions
• Support managers in reviews and improvement of processes and procedures
• Document Control for Beckton Project- working on 4P & ensuring all documents are formally submitted via the system and tracked
• Sending & Saving documents from CEMAR, making sure the correct documents are saved in the correct filing system
• Administer the project sharepoint site, ensuring processes in place for efficient filing
• Work with the Engineering Manager to ensure that the latest approved copies of documentation (e.g. drawings, method statements, etc) are available and used on the project
• Document Control for East London Line Project- working with TFL DC's to make sure all documents are tracked and formally submitted through TFL SharePoint
• Manage East London Line Project DC mailbox
  
  The following qualities/experience are essential:
• Experience in managing a busy office environment and administering a team
• Experience in prioritising own/others' work and of allocating and checking work
• Highly organised and able to work on own initiative
• Strong communicator able to communicate confidently with all level of colleagues within the business
• Excellent team working skills and able to build relationships at all levels
• Ability to work well under pressure and to tight timescales
• Excellent typing skills and IT Skills including Microsoft Office (Excel, Word and PowerPoint)
  
  What makes Balfour Beatty a great place to work? Is it the limitless career opportunities, our inclusive culture, the scale and complexity of our projects or working alongside the industry's finest experts? Hear from our colleagues across the UK, US and Hong Kong on why you should shape a career at Balfour Beatty. Visit our website to find out more and explore our exciting career opportunities: www.balfourbeattycareers.com #ShapeEverything, Balfour Beatty works at the heart of the UK's rail networks - designing, enhancing and maintaining thousands of miles of the railways that connect communities and underpin growth.
From feasibility studies, planning and design through to implementation and asset management, we provide multi-disciplinary rail infrastructure services across the lifecycle of rail assets. Our expertise covers electrification, track, power, civils, specialist rail plant, railway systems and technologies., At Balfour Beatty we believe that diversity and inclusion are essential components of any successful, happy workplace. Through our Value Everyone Diversity and Inclusion Strategy and Action Plan, we are growing our diverse workforce and developing our inclusive culture where everyone is able to thrive and reach their full potential, regardless of their identity or background. To find out how we are making this a reality, visit www.balfourbeatty.com/diversityandinclusion

As if contributing to and supporting work that makes life better for millions wasn't rewarding enough, we offer a full range of benefits too. You'll have the freedom to shape the package that's right for you and your life. Here are some of our key benefits: - Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow. - 25 days paid annual leave (pro rata) - Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave - Pension, share incentive plan, volunteering leave, recognition schemes and much more…