Site Administrator

Joseph Gallagher Limited; Greater London; On-site; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Competitive salary

Career advancement

Dynamic environment

Job summary

Joseph Gallagher Limited is seeking a highly organised Site Administrator to support site operations across multiple locations, including Wanlip, Euston, Old Oak Common and more. The role focuses on staff coordination, inductions, HR administration, and safety-related coordination within a civil engineering environment.

The successful candidate will manage inductions, profiles, eligibility checks, holiday and timesheet processes, and general HR duties.

Qualifications

• Proven administrative experience, preferably on a site.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Experience in civil or construction is a plus but not required.
• Familiarity with office management and basic accounting.

Responsibilities

• Register new employees and update profiles; coordinate with clients for profile review.
• Ensure inductions are completed, manage profile transfers and expiries; handle access card requests.
• Coordinate safety medical coordination: book appointments, confirm results, upload docs; issue PO to medical centres.
• Process prescription requests with Health & Safety and distribute to staff.
• Prepare and take Minutes of Meeting; update weekly reports and client scores.
• Onboard new starters after induction with site directions and contract management; verify documents.
• Issue and track holiday forms; maintain holiday records and respond to queries.
• Support payroll queries and timesheet preparation; process lodging documents.
• Provide general HR assistance: maintain attendance records and staff updates.
• Coordinate training details and maintain tracking lists.
• Prepare daily/weekly reports; manage contract copies and reference letters.
• Address gate access concerns and visitor passes.

Skills

Administrative experience

Organizational skills

Communication

Multitasking

Construction knowledge

Job description

Wanlip

Location: Multiple locations

• Euston
• Old Oak Common
• Isle of Dogs
• Dartford
• Henley-on-Thames
• Chessington
• Cricklewood
• Southampton
• Wanlip

Join Our Team: We are looking for a highly organised and efficient Site Administrator to join our team. This role is crucial in supporting our site operations and ensuring effective coordination of staff and resources.

Key Responsibilities

• Site Induction Management:
  • Register new employees, assist in form completion, and update profiles.
  • Coordinate with clients for profile review and approval.
  • Ensure staff attend inductions, manage profile transfers, and update expiries.
  • Handle Access Card requests for new, missing, or damaged cards.
  • Complete offer forms for HR once manager approval is obtained.
• Safety Critical Medical Coordination:
  • Check staff availability for medical appointments.
  • Book appointments and send confirmations.
  • Obtain medical results and upload to relevant sites.
  • Prepare and send purchase orders to medical centres.
• Safety Glasses Prescription Processing:
  • Liaise with Health & Safety for prescription requests and distribute to staff.
• Friday Pack Responsibilities:
  • Prepare and take Minutes of Meeting.
  • Update Weekly Tab Scoring and compile reports for clients.
• Onboarding New Starters:
  • Assist new employees post-induction with site directions and contract management.
  • Handle pre‑employment questionnaires and verify necessary documents.
• Holiday Management:
  • Issue and track holiday forms.
  • Maintain individual holiday records and assist staff with holiday-related queries.
• Timesheet & Payroll Support:
  • Address payroll queries and assist in timesheet preparation.
  • Process lodging applications and documentation.
• General HR Assistance:
  • Support staff with required documents and communicate with HR on staff updates.
  • Maintain attendance and absence records.
• Training Coordination:
  • Communicate training details to attendees and maintain tracking lists.
• Administrative Duties:
  • Prepare daily and weekly reports.
  • Manage contract copies, reference letters, and update requests.
• Gate Access and Issues:
  • Address gate access concerns and manage visitor pass requests.

Requirements

• Proven administrative experience, preferably in a site-based role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Experience of civil or construction would benefit the person but not a must.
• Familiarity with office management procedures and basic accounting principles.

Benefits

• Competitive salary.
• Opportunities for career advancement.
• Supportive and dynamic work environment.

Company Background

The Joseph Gallagher Group is a family owned Civil Engineering business that delivers expertise whilst putting client satisfaction at the core of the business. Built on a personal reputation for honesty and quality, we understand the actions we take affect the communities and environments we operate in.

LIFE Culture

We're promoting a culture change within the industry and demonstrating initiatives to dramatically improve Health, Safety and Wellbeing. In 2014, we launched our award‑winning cultural safety programme (LIFE) which is deeply embedded into the company’s DNA and core values.

Disability Confident Committed

We are a disability confident employer and we're committed to providing equal opportunities in employment. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.

Reasonable Adjustments

We want to make our recruitment processes accessible to everyone, so if there is any way that we can support you to enable you to be the best you can, please contact the HR team at [e-mail].

We are one of the UK's leading civil engineering and tunnelling contractors, offering a wide range of construction and specialist services.