Role Overview

The Construction Site Secretary provides vital administrative and organisational support to ensure the smooth operation of a busy construction site. This role involves managing documentation, coordinating communication, maintaining records, and assisting the site management team with daily tasks. The ideal candidate will be proactive, highly organised, and capable of working in a fast-paced environment with multiple deadlines.

Key Responsibilities

Administrative Support

• Manage daily administrative tasks including filing, photocopying, scanning, and document control.
• Maintain site office organisation to ensure efficient workflow and easy access to key documents.
• Prepare letters, memos, reports, and other project-related documents.
• Assist with producing and formatting meeting minutes, agendas, and presentations.

Document Control

• Maintain up-to-date records of site drawings, permits, RAMS (Risk Assessments & Method Statements), and other construction documents.
• Track and circulate revisions/updates to ensure all site staff work from the latest versions.
• Ensure documentation complies with company and regulatory standards.

Site Coordination

• Act as the first point of contact for visitors, subcontractors, and suppliers on-site.
• Manage the site sign-in system and ensure all personnel have appropriate authorisation.
• Support onboarding processes for new contractors and staff, including issuing site inductions where required.

Communication & Scheduling

• Coordinate meetings, prepare meeting rooms, and manage the site calendar.
• Handle incoming calls, emails, and correspondence on behalf of the site team.
• Liaise with head office departments, subcontractors, and suppliers to support site activities.

Administrative Compliance

• Assist with maintaining health & safety documentation and compliance records.
• Support with timesheets, expenses, purchase orders, and delivery notes as required.
• Keep accurate logs of site activities, daily labour records, and other required reports.

Skills & Competencies

• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Proficient in MS Office (Word, Excel, Outlook) and document management systems.
• Ability to work independently and as part of a team.
• Professional and approachable manner.
• Comfortable working in a construction site environment.

Experience & Qualifications

• Previous experience in a secretarial, administrative, or office support role (construction industry experience preferred).
• Familiarity with construction terminology, documentation, and site processes is an advantage.
• GCSEs or equivalent (including English and Maths); additional administrative qualifications beneficial.

Additional Information

• Full training on company procedures will be provided.
• PPE may be required depending on site location and responsibilities.
• Some roles may require occasional travel between sites or offices.

We are VINCI Building

Operating from our network of offices throughout England and Wales, VINCI Building delivers new build, refurbishment and associated fitout works, with expertise in the education, healthcare, industrial, air, retail, commercial and mixed-use sectors.

We focus on technical excellence and experience to sustainably deliver best value for our clients. We understand and respond to the challenges of the modern built environment.

Our goal is always to build strong partnerships with our customers and stakeholders to ensure success by unlocking your strategic vision and turning it into a deliverable scheme. We are active in a wide range of sectors and value bands, allowing us to provide a regional service with national resources.

VINCI Building delivers complex projects and programmes, blending our corporate stability with the local knowledge our teams offer.

Sustainability is at the heart of our approach, and we are committed to respecting and protecting the environment in everything that we do. We take the time to understand and make a positive difference to each community that we work in to ensure that our projects leave a legacy.

Fairness, Inclusion and Respect (FIR) at VINCI Building is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.

Should you require any reasonable adjustments to be made as part of the application process, please contact us directly.

VINCI Building recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.