Site Administrator and Document Controller

Location Switzerland
Discipline: Administration
Vacancy Type Permanent-Full Time
Contact name: Avril Mansworth

Contact email: avril.mansworth@dornangroup.com
Job ref: 003763

 

Dornan are currently recruiting for Site Administrator and Document Controller to work on a new pharmaceutical project in Switzerland.

 

Dornan are a leading Mechanical, Electrical and Instrumentation contractor with projects in Ireland, Europe and the UK. Dornan are involved in projects across many sectors such as Pharmaceutical, Power, Waste to Energy, Commercial, Data Centre and Petrochemical. 

 

You will join a hard-working ambitious team and you will benefit from a supportive culture, where your ideas and contributions will be recognised.

 

Site Administrator roles and responsibilities are to deliver:

  • Welcome all visitors and colleagues 
  • Manage mail and packages, ensure prompt distribution across the departments
  • Be familiar with purchasing systems for raising Purchase Orders, registering invoices and goods receipting
  • Arrange purchasing of goods and services, spares, and consumables for site as required for the day to day running of the site
  • Assist with data compilation to producing reports, statistics for management information and budget purposes
  • Maintain various staff records such as training, issue of PPE, laundry and booking training courses as required for staff to meet needs of site training database
  • Proactively manage meeting room allocation, check on cleanliness and manage cleaning services, arrange lunches, coffee / tea during meetings
  • Input stock movements and spares control for items held on the asset registers
  • All other reasonable tasks assigned to you from time to time from your manager
  • Maintenance and upkeep of computing system
  • Preparation of reports and memorandums
  • Responsible for co-ordinating all project documentation; records must be maintained, kept up-to-date and archived correctly
  • Collating times sheets and forwarding to payroll to process, following up on payroll queries
  • Site tracker-needs to be done every day 
  • Update REQ register- every time a new req is raised.
  • Update the Outgoing Instruction register and drawing register and Tech Sub register- whenever a tech sub is uploaded or when Client has commented on one.
  • Update RFI register- when uploaded on conject or Client has answered a previous RFI
  • Examine documents, such as blueprints, drawings, change orders, and specifications to verify completeness and accuracy of data.
  • Booking flights and accommodation
  • Using systems for raising Purchase Orders, registering invoices and goods receipting
  • Arrange purchasing of goods and services, spares, and consumables for site as required Assist with data compilation to producing reports, statistics for management information and budget purposes
  • Maintain various staff records such as training, issue of PPE, laundry and booking training courses as required for staff to meet needs of site training database
  • Proactively manage meeting room allocation, manage cleaning services and arrange lunches
  • Assist in management of documentation related to Quality, Completion Packs, HSE
  • Administration services as required, taking meeting minutes, filing, photocopying

 

Experience Required:

 

*         Candidates must have at least 2 years’ experience in a similar role

*         Candidates must be proficient in MS office suite, particularly Excel and Outlook

 
 

Why Dornan? 

*         Dornan are a well-established company with a family feel and a down to earth team

*         Dornan offer a clear progression path, always seeking opportunities to promote from within

*         Dornan offer educational assistance and promote CPD

*         Dornan promote collaboration through various team building, social and charity events

*         Dornan are committed to employee wellbeing with our Employee Assistance Programme and an in-house Health & Wellbeing advisor