Administrative Assistant

Job Summary

At SG Elite Ltd, we are driving innovation within civil engineering across the UK and Ireland. With a strong focus on the railway sector, we are proud to deliver high-quality infrastructure projects which help shape and positively impact communities and industry.

We are now seeking an experienced and enthusiastic administrative assistant with a "can do" approach to ensure the smooth operation of our Belfast City Centre office. This role involves a variety of tasks and responsibilities which will help the team stay organised, on track, effective and efficient.

Key Accountabilities

Office Management

• Maintaining and organising office files, both physical and digital
• Managing office supplies and inventory
• Coordinating office maintenance and troubleshooting equipment issues
• Answering phones and managing calls
• Mailbox Management

Scheduling and Calendar Management

• Scheduling and organising internal and external meetings, appointments, and interviews
• Coordinating team schedules for project timelines, meetings with clients, and field visits
• Organising travel arrangements for staff, including hotel bookings and transportation

Document Preparation and Management

• Drafting, proofreading, and editing correspondence, reports, proposals, and other documents
• Ensuring that all project documentation is filed properly for easy access (plans, specifications, reports)
• Assisting with contract preparation, subcontractor agreements and project plans

Project Support

• Helping track the status of ongoing projects
• Reviewing incoming project documents or proposals
• Assisting directors and project managers with data entry, reports, and project timelines
• Organizing meetings for project updates, coordinating tasks for the project team
• Preparing reports for project managers or clients
• Updating and maintaining project schedules and timelines
• Creating purchase orders and ordering materials/ PPE / office supplies etc

Client and Vendor Communication

• Acting as the point of contact for clients and vendors
• Responding to client inquiries, answering calls, and following up on issues
• Assisting with billing and invoicing

Financial Support

• Assisting with budget tracking, preparing invoices, and keeping accurate financial records
• Helping manage accounts payable and receivable
• Preparing expense reports for team members

Compliance and Legal

• Ensuring compliance with safety regulations and other industry standards
• Keeping track of required certifications and licenses for staff and equipment

Skills, Qualifications & Experience

Skills

Organizational Skills: Strong ability to manage multiple tasks simultaneously and prioritize effectively

Communication Skills: Excellent written and verbal communication for client interaction, correspondence, and team coordination

Attention to Detail: Ensuring that all documents, schedules, and project details are accurate

Technical Skills: Proficient in Microsoft Office/Microsoft 365 and familiarity with, or willingness to learn additional software packages ( Xero financial software/ Paperless Construction)

Time Management: Being able to meet deadlines while juggling multiple responsibilities

Problem-Solving: Ability to handle unexpected issues and resolve them quickly

Qualifications

Candidates must hold GCSE Maths and English at grade C or higher or equivalent qualification

Experience

At least 2 years experience of working in a busy office environment

Desirable experience

Previous experience in the Construction or Civil Engineering Industries would be an advantage

Previous experience supporting in a finance capacity would be an advantage

Hours

Monday to Friday (38 hours per week)

Benefits

• Competitive Salary
• Annual leave entitlement of 30 days including public holidays
• Ongoing training and personal development opportunities