We are looking for a proactive, organised and hands-on Site Coordination Assistant to work closely with the Director in overseeing and coordinating activities across our various project and working sites.

The successful candidate will act as the Director’s key point of support on site, helping to ensure that works are progressing as required, information is communicated effectively, documentation is kept up to date, and any issues requiring attention are promptly reported and followed up.

Key Responsibilities

Regularly visit and oversee ongoing project and work sites on behalf of the Director.
Monitor the progress of works and provide clear and timely updates to the Director.
Liaise and coordinate with architects, engineers, contractors, subcontractors, Health and Safety professionals, consultants and other relevant parties.
Assist in ensuring that instructions and agreed works are being followed and completed within the required timeframes.
Identify outstanding works, delays, site issues or matters requiring management attention and report them accordingly.
Prepare, obtain, organise and follow up on site-related documentation, reports, certificates, permits, quotations, plans and other necessary paperwork.
Maintain proper records of site progress, including photographs, documentation and follow-up items where required.
Attend site meetings and inspections when necessary and keep records of agreed actions.
Follow up with contractors and professionals on outstanding actions, documentation and deadlines.
Assist with Health and Safety documentation and coordinate with the appointed H&S professionals to ensure required documentation and procedures are in place.
Communicate effectively between the Director, internal departments and external professionals.
Provide general project coordination and administrative support relating to ongoing works and developments.

The Ideal Candidate

The ideal candidate should be responsible, practical and highly organised, with the confidence to deal with different professionals and contractors on active working sites.

Previous experience within construction, property development, facilities management, project coordination or a similar environment would be considered an asset.

The Candidate Should Have

Excellent organisational and follow-up skills
Good written and verbal communication skills
Ability to prepare clear reports and maintain accurate documentation
Confidence in dealing with contractors and professionals
Ability to prioritise and manage several ongoing matters simultaneously
Good knowledge of Microsoft Office, particularly Word, Excel and Outlook
Ability to work independently while reporting directly to the Director
A practical, problem-solving approach
Attention to detail and a strong sense of responsibility
A valid driving licence and willingness to travel between different sites

The Role

This is a hands-on position combining site coordination, reporting and administration. It would suit someone who enjoys being out on site, following projects closely and ensuring that matters are properly documented, communicated and followed through to completion.

Interested candidates are invited to submit their CV together with a brief covering letter outlining their relevant experience.

Site Coordination Assistant / Assistant to the Director

Job Description