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Construction Administrator

Role: Construction Administrator
Purpose of role: Provide administration support to the Construction Manager and Construction Department Generally.
Reports to: Construction Manager
Key Responsibilities
Store Development Administration
  • Management of Construction team documents, templates and other team administration ensuring that key information is accessible to all team members at all times.
  • Ability to navigate and be able to use Primark’s DAD system for uploading and accessing documents and photographs
  • Ability to navigate and be able to use Primark’s Sharepoint system for uploading and accessing documents and other information.
  • Responsible for collating all Purchase Orders (PO’s) from third party consultants along with supporting quote/back-up information and uploading to Primark’s Internal Finance system
  • Management and ownership of this PO process including holding / administering PO review meetings as and when required and issuing approved POs to business stakeholders
  • Issuing all POs to external suppliers following final sign-off
  • Responding to any PO queries and consolidating issues / actions to be addressed or approved by Construction Team
  • Working with Finance to investigate and resolve any PO queries issued by Construction or Third Party Suppliers.
General Administration
  • Ability to handle confidential information with discretion
  • Preparation for internal and external meetings, including circulating agendas, presentations and all relevant documentation
  • Minute taking for all Construction and related team meetings
  • Diary management for Construction Managers
  • Calendar Management of wider construction team members via Sharepoint, ensuring this is populated and up to date at all times
  • Manage the reconciliation of expenses for Construction Managers using an online platform
  • Manage the business travel arrangements for Construction Managers using an online platform.
  • Provide contact support for the Department generally
  • General administration as required including support for other senior member of the team
Operating Standards
  • Maintain adherence to all systems and working practices across the department to improve productivity whilst promoting best practice
  • Familiarise yourself with the Primark Code of Practice on the Procurement of Merchandise
  • Comply with company procedures in regard to security
  • Comply with all EHS policies and procedures
People
  • Optimise morale through effective communication and promote a positive work environment
  • Develop own capability by using all available resources to learn new systems and procedures and achieve targets
  • Take responsibility for achievement of personal goals


Behavioural Competencies
Customer Focus
  • Recognises the obvious and immediate needs of Primark customers and acts promptly to serve them
  • Courteous and patient when dealing with all customer enquiries and requests
Team Work
  • Builds trust and respect among fellow team members and accepts group decisions, values the input and know-how of other team members
  • Willingly accepts responsibility for the whole team, identifies areas of potential conflict within the team and takes action to resolve them
Communication & Influence
  • Communicates regularly and confidently in an appropriate format and style
  • Written and spoken work contributions are clear and concise
Quality Focus
  • Pays attention to detail and ensures own work is error free. Seeks to improve the quality of own output
  • Regularly reviews own work to ensure it is to the standards which are required for the role
  • Responds positively to feedback about their attention to quality
Analytical & Problem Solving Skills
  • Breaks things down logically into smaller parts to identify the basic requirements, makes comparisons and weigh up options
  • Checks that data is accurate
  • Identifies patterns, trends and missing information and applies past experience to identify potential benefits or problems
Planning & Organisation
  • Works in an organised manner, manages workload efficiently so that required tasks are done at the right time and with accuracy
  • Manages own time effectively, understands and prioritises which tasks need to be done first in line with team objectives and avoids wasting time
Focus & Drive
  • Sets and agrees clear measurable standards and monitors performance against these providing constructive feedback (store roles)
  • Delivers what is required to get the job done to required standard and on time. Takes pride in their work and makes an effort to avoid inefficiency
Leadership & Motivation
  • Communicates clearly what people have to do and why
  • Organises resources to make things happen
  • Monitors and takes responsibility for morale in their team
Developing Self & Others
  • Active interest in personal development, recognising own strengths and weaknesses and areas for improvement
  • Takes responsibility for ensuring own development needs are reviewed and met. Seeks and responds to feedback
  • Spends time training and coaching staff

Skills/Knowledge/Experience:
  • Experienced in an administration role
  • Advanced IT skills to include PowerPoint and Photoshop
  • Ability to work independently
  • Accurate with good attention to detail
  • Excellent written and spoken communication skills
  • Strong interpersonal skills
  • Ability to handle confidential information with discretion
  • A flexible approach to work and be capable of handling multiple priorities in a fast paced environment
  • Confident, pro-active, organized and professional attitude
  • Ability to work closely with Board PA’s
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