Role Summary

To support the Regional Office Manager with the day-to-day running of a busy framework. Ensuring all mailboxes are effectively managed and delivered in a timely manner. That all administrative tasks, internal and external systems are followed and implemented in line with processes and procedures.

What you will be doing

Administrative Support

• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Assist with organising corporate events and internal team functions.
• Assist with onboarding process (induction set up for new starters)
• Reviewing processes and offering suggestions for improvement.
• Ensure all guest/visitors have received an Office Induction on arrival. Ensuring the managed reception are aware and ID is requested.
• Book meeting rooms where applicable.
• Order and maintain inventory of all staff joint logged PPE in line with the company branding regulations.
• Assisting Office Manager with Framework events.
• Book travel requirements through the Gray Dawes systems, Hotel, Rail, and Flights. Gaining approvals where applicable.
• Taking copies of all new starter training information
• Taking and typing of minutes
• Filing of documentation using internal / external portals
• Update email distribution lists.
• Ordering of ID passes and ensuring leaver passes are returned to Security.
• Track and maintain all IT assets that have been received and returned, ensure communication is made with the IT asset management team.
• Monitor leavers and ensure their equipment is returned to IT within 2 weeks of their leave date.
• Coordinate internal safety training with Regional HSE Manager.
• Help to coordinate on-boarding days.

Communication and Coordination

• Serve as a point of contact for internal and external stakeholders, addressing inquiries and providing assistance as required.
• Liaise with other departments, vendors, and external partners to facilitate collaboration and ensure efficient workflows.
• Assisting with chasing data, collation and distribution of documents/reports.
• Communicate important updates, announcements, and deadlines to department members in a timely manner.
• Foster a positive and collaborative working environment within the department.

What we need from you 

• Hold an NVQ level 2 or 3 in Business Administration or proven experience in an administrative support role.
• Experienced user of MS Word, Excel & PowerPoint.
• Experienced user of MS Outlook, Explorer & Teams and relevant software applications. 
• Exceptional organisational and time management skills.
• Ability to work independently as well as part of a team.
• Flexible and adaptable to respond to changing priorities/deadlines and ensure a consistent level of service is achieved.
• Ability to handle sensitive and confidential information with discretion.
• Effective communicator (both verbal & written) and ability to interact with a range of people at all levels.
• Courteous, professional, and helpful at all times

What we can offer you

• Competitive salary
• 26 days annual leave (with the opportunity to buy or sell up to 3 days holiday)
• 3 additional long service days achieved after 3, 7 and 10 years
• Private medical insurance for yourself (with the option to buy family cover)
• Life Assurance
• Defined contribution pension scheme matched up to 8%
• Enhanced maternity, paternity and parental leave
• 2 days volunteering opportunities
• Flexible and Agile working (dependent on your role)
• Employee Assistance Programme – including financial advice and guidance.
• Professional membership fees
• Perks at Work Employee discount scheme offering discounts on a range of categories such as electronics, home appliances, food & groceries, car buying, travel, fitness and more
• Flexible Benefits scheme which includes the opportunity to purchase benefits such as:
• Critical illness insurance (with option to purchase for your partner)
• Dental Insurance
• Travel insurance
• Bike to work scheme
• Retail vouchers/payroll giving/activity pass for top leisure attractions.

Who we are

Tilbury Douglas is a leading UK building, infrastructure, engineering and fit-out company. We deliver vital projects across a range of sectors including health, education, highways, justice, defence, aviation, water and environment. 

It is our people who make Tilbury Douglas a success.  We believe our inclusive culture encourages new ways of thinking, enabling us to innovate whilst remaining resilient. We value and celebrate all individual differences and look forward to receiving your application. We are currently working towards Investors in Diversity accredited status.

Please note we do not have a licence for sponsorships.

We look forward to receiving your application