Executive Project Assistant

Executive Project Assistant Role

Full-time, permanent position

Location: Between site & office in Twickenham

Need to have construction experience

Day to day role

• Email management of the Commercial Manager. Regular monitoring (at least 3 times a day) of CM inbox and sorting received mail into preset subfolders, hold other team members accountable to action relevant tasks. Hold regular mtgs with CM to discuss and agree actions for any that cannot be actioned by EA.
• Diary management of the Commercial Manager - same principles as above
• Management of general shared task tracker with CM; actioning items in accordance with agreed timescales
• Management of various project trackers and reporting to Commercial Manager on these weekly e.g. Subcontractor Payment Tracker, Subcontractor Insurances Tracker. Create new trackers as directed by Commercial Manager
• Carry out checks on Subcontractors Inspection & Test Plans to ensure quality is being managed and documented
• Procurement of materials as directed by the Project Manager or Commercial Manager, via our dedicated software
• Assembling Monthly Progress reports for the client team
• Attending Project meetings and taking notes. Issuing minutes where requested. Entering tasks to diaries as required
• Filing of documents on SharePoint
• Uploading relevant documents to Asite, checking Asite notifications and redistribution within the project team
• Approval of Purchase Invoices via relevant Software (or re-assignment to PM if appropriate)
• Assist in maintenance of general project documentation e.g. site file, H&S reports etc
• Arrange supplies and cleaning contract for the site office
• Set up O&M Files / Compile information as orders are placed with suppliers
• Assist Commercial Manager with assembling internal reports on project governance and financial updates
• Assist Commercial Manager and QS with maintaining overall cost control with summary reports
• Keep refreshments stocked for site office

If you're interested and have the right experience, then please apply or reach out to Paige Camies at the F&R office!