Site Secretary



5 Month FTC (Potential to be extended)

For over 30 years Downing have developed and managed award-winning accommodation and commercial buildings for a range of blue-chip companies, central government departments and leading universities. We are currently working on our largest scheme yet, with a range of impressive upcoming developments in our pipeline.

We are looking for an experienced Site Secretary / Document Controller to join our multi-million-pound Edinburgh development as the company continues its rapid period of expansion. The new development is set to include 323 student bedrooms, 95 private residential properties, and community spaces.

Key Responsibilities:


  • Meet and greet visitors to site
  • To organise internal and external visitor meetings for site staff
  • Manage access control / fob systems
  • Responding to customer enquiries
  • Liaise with Head Office, Accounts and external parties


  • Taking Minutes in meetings and typing / distributing when required
  • Answering the telephone; dealing with routine enquiries, taking and fielding calls as appropriate
  • Processing and distributing mail and dealing with outgoing mail
  • Maintain accurate records of delivery notes / plant returns and timesheets
  • Manage / log accurately all PPE equipment issues / borrowed
  • Recording the status, issue and location of all controlled documentation including drawings
  • Compiling the relevant information to produce Progress Reports, Schedules of Required Information and Procurement Schedules for distribution.
  • Managing document filing and archiving systems using the electronic and in-house filing system
  • Document printing and distribution to all departments and subcontractors.
  • Recording office expenditure and managing the site office budget and petty cash
  • Maintaining supplies of stationery and equipment
  • Using a range of office software, including email, spreadsheets and databases, faxing, scanning and photocopying

General Support:

  • Supporting Managers and Site Staff
  • Keeping the office in a clean and tidy manner and organising maintenance call-out as and when for office equipment
  • To organise refreshments for meetings and visitors

Key Requirements:

  • Previous experience working as a Site Secretary / Document Controller within a Construction environment.
  • To have knowledge of Site Safety and Site Quality System and update Health and Safety Policies as requested and ensure they are distributed
  • To have a working knowledge of Microsoft Office and Outlook and undertake routine IT and administrative tasks
  • Previous experience working on large scale, multi-build construction projects
  • Excellent organisational skills with attention to detail
  • Strong communicator
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