Site Based Project Admin / Receptionist

Balfour Beatty; St Andrews; Hybrid; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Smart working (up to 40% remote)

25 days annual leave (pro rata)

Pension

Share incentive plan

Volunteering leave

Recognition schemes

Job summary

Balfour Beatty plc is recruiting an Administrator/Receptionist for the New College Project at the University of St Andrews in St Andrews, Scotland. The role provides essential administrative and reception support to the site team and helps ensure smooth day-to-day operations on the project site.

You will manage timesheets, records, meeting logistics and document control using Oracle R12, Replicon, MSite and SharePoint, while maintaining high standards of organisation and communication.

Qualifications

• Experience in providing administrative or reception support.
• Strong organisational and communication skills.
• Professional, reliable and proactive approach.
• Ability to manage multiple priorities on a busy site.

Responsibilities

• Provide efficient administrative and reception support to the project team.
• Cover reception, screen calls and respond to messages and enquiries.
• Upload timesheets and working hours onto Oracle R12 and Replicon.
• Maintain absence, sickness and holiday records for operational employees.
• Create and distribute meeting minutes, scanning and photocopying.
• Coordinate bookings of internal and external meeting rooms.
• Maintain MSite records and project documentation on SharePoint.
• Order materials and office supplies; support progress meetings.

Tools

Oracle R12

Replicon

MSite

SharePoint

Microsoft Office

Job description

About the role

Balfour Beatty has an exciting opportunity for an Administrator/Receptionist to join our UKCS Scotland business, supporting the New College Project at the University of St Andrews in St Andrews.

You will provide efficient administrative and reception support to the project team, helping to ensure the smooth day-to-day operation of the site office. This is a varied role requiring excellent organisation, clear communication and the ability to manage multiple priorities in a busy project environment.

What you'll be doing

As an Administrator/Receptionist, your responsibilities will include:

• Supporting the Timekeeper with uploading timesheets and working hours onto Oracle R12 and Replicon.
• Ensuring allocation sheets are submitted on time to support accurate cost allocations and adjustments.
• Maintaining absence, sickness and holiday records for operational employees.
• Providing general administrative support, including taking meeting minutes, typing, photocopying and scanning.
• Covering reception, screening telephone calls and responding to messages and enquiries.
• Supporting the preparation and coordination of the daily plan when required.
• Booking internal and external meeting and conference rooms.
• Creating and updating MSite records for site operatives.
• Filing and maintaining project documentation on SharePoint.
• Printing and distributing drawings to relevant members of the project team.
• Ordering materials and office supplies as required.
• Supporting the team with closing out observations and actions.
• Collating documents and information for project progress meetings.
• Completing other administrative duties as requested by the Line Manager.

Who we're looking for

We are looking for someone who is:

• A highly motivated, proactive and practical administrator.
• An excellent communicator with strong interpersonal skills.
• Professional, honest, dependable and approachable.
• Well organised, with excellent time management and attention to detail.
• Able to manage multiple tasks and changing priorities effectively.
• Comfortable working independently and collaboratively as part of a project team.
• Confident using computers and standard Microsoft Office applications.
• Experienced in providing administrative or reception support, ideally within a construction, engineering or project-based environment.
• Familiar with systems such as Oracle R12, Replicon, MSite or SharePoint, although training can be provided.

Why work for us

Day in, day out, our teams deliver some of the UK’s most ambitious, exciting and meaningful projects; developing, building and maintaining the vital infrastructure that supports national economies and strengthens communities.

As if contributing to and supporting work that makes life better for millions wasn’t rewarding enough, we offer a full range of benefits too. You’ll have the freedom to shape the package that’s right for you and your life. Here are some of our key benefits:

• Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow.
• 25 days paid annual leave (pro rata)
• Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave
• Pension, share incentive plan, volunteering leave, recognition schemes and much more…

About us

From Dunfermline’s tramways in 1909 to highland hospitals today, Balfour Beatty has been trusted for over a century to deliver the complex and critical infrastructure and iconic buildings Scotland relies on.

We have the people, knowledge and experience to safely deliver projects right first time, maximising value for money and ensuring a positive social impact and inclusive economic growth for local communities.

Our award‑winning sustainable projects, including active travel, Passivhaus and retrofit, demonstrate our commitment to supporting Scotland’s transition towards net zero in the built environment.

Diversity and inclusion

At Balfour Beatty, we want everyone to be able to thrive and achieve their full potential, regardless of their identity or background. We’re making great progress through our Value Everyone DEI Action Plan, but we know we’ve got more to do. Find out more about our values and DEI initiatives.

As a Disability Confident Employer, we ensure that a fair and proportionate number of disabled applicants that meet the minimum criteria for this role will be offered an interview.

We are committed to our processes being barrier‑free and will support adjustments at any stage of the recruitment process.

We’re looking to continually improve our recruitment process, so if you have any feedback, please share this with us via [e-mail]