Job Title

Job SummaryAt 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 AccountabilitiesOffice ManagementMaintaining and organising office files, both physical and digitalManaging office supplies and inventoryCoordinating office maintenance and troubleshooting equipment issuesAnswering phones and managing callsMailbox ManagementScheduling and Calendar ManagementScheduling and organising internal and external meetings, appointments, and interviewsCoordinating team schedules for project timelines, meetings with clients, and field visitsOrganising travel arrangements for staff, including hotel bookings and transportationDocument Preparation and ManagementDrafting, proofreading, and editing correspondence, reports, proposals, and other documentsEnsuring that all project documentation is filed properly for easy access (plans, specifications, reports)Assisting with contract preparation, subcontractor agreements and project plansProject SupportHelping track the status of ongoing projectsReviewing incoming project documents or proposalsAssisting directors and project managers with data entry, reports, and project timelinesOrganizing meetings for project updates, coordinating tasks for the project teamPreparing reports for project managers or clientsUpdating and maintaining project schedules and timelinesCreating purchase orders and ordering materials/ PPE / office supplies etcClient and Vendor CommunicationActing as the point of contact for clients and vendorsResponding to client inquiries, answering calls, and following up on issuesAssisting with billing and invoicingFinancial SupportAssisting with budget tracking, preparing invoices, and keeping accurate financial recordsHelping manage accounts payable and receivablePreparing expense reports for team membersCompliance and LegalEnsuring compliance with safety regulations and other industry standardsKeeping track of required certifications and licenses for staff and equipmentSkills, Qualifications & ExperienceSkillsOrganizational Skills: Strong ability to manage multiple tasks simultaneously and prioritize effectivelyCommunication Skills: Excellent written and verbal communication for client interaction, correspondence, and team coordinationAttention to Detail: Ensuring that all documents, schedules, and project details are accurateTechnical 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 responsibilitiesProblem-Solving: Ability to handle unexpected issues and resolve them quicklyQualificationsCandidates must hold GCSE Maths and English at grade C or higher or equivalent qualificationExperienceAt least 2 years experience of working in a busy office environmentDesirable experiencePrevious experience in the Construction or Civil Engineering Industries would be an advantagePrevious experience supporting in a finance capacity would be an advantageHours Monday to Friday (38 hours per week)BenefitsCompetitive SalaryAnnual leave entitlement of 30 days including public holidaysOngoing training and personal development opportunities