About this role
Purpose of the Role
The Site Clerk provides essential administrative and document control support to the Project Manager and site team, ensuring the smooth day-to-day running of the site office. The role is responsible for coordinating purchasing and materials records, maintaining plant and equipment registers, keeping Procore and document control systems up to date, managing Health & Safety and BCAR paperwork, controlling site access and security records, and processing labour timesheets. By keeping accurate, well-organised records across these areas, the Site Clerk helps the site team stay compliant, informed, and focused on delivering the development safely, on programme, and to a high standard.
Main responsibilities
• Issue site requisitions to the purchasing department on a daily basis (as necessary), maintaining accurate and concise records of all goods and materials requisitioned, by whom, and for which area of the development.
• Work with the Site Managers/Foremen to ensure materials are ordered in advance of the trades, delivered to site, and match the drawings.
• Raise the purchase order number on our CRM system.
• Take delivery of materials and sign for them on arrival.
• Ensure all delivery dockets and receipts are uploaded and provided to D/RES accounts in a timely manner.
• Conduct material and plant stock takes on a weekly basis.
• Maintain a register of all D/RES owned plant and equipment on site, ensuring it is always kept in a known state of repair.
• Ensure test certificates are on file and current for all plant & machinery on site; raise a requisition to
• Assist the PM in monitoring all plant and machinery hiring and off hiring.
• Monitor and keep the PROCORE system up to date, ensuring all relevant documentation is filed correctly.
• Maintain and monitor consultants' Drawing Registers and specifications to ensure they remain current.
• Set up and review the folder structure with the PM, adjusting as needed, and maintain folder access to ensure document/information control.
• Conduct a weekly review of Procore to report on the status of Submittals, RFIs, and Inspections & Observations, printing and distributing the report at the weekly meeting.
• Manage consultant reports for the PM: ensure reports are filed correctly, correlate issues raised, request corrective action evidence from the relevant site team member, and upload information to close out issues.
• Record and file all Health & Safety documentation in the site office.
• Record and file all BCAR paperwork.
• Set up and manage the BCAR tracker with the PM, ensuring the timely flow of information required for BCAR submission and raising any concerns with the PM as they arise.
• Set up Homeowner information packs on PROCORE and ensure all relevant information is uploaded.
• Register, monitor, and control enrolment on the Biometric System.
• Log, store, and control the movement of house keys.
• Collect and maintain a full record of daily sign-in sheets from the Gateman for all personnel entering the site.
• Record timesheets for all direct/agency labour working for D/RES on site, ensuring start and finish times are recorded accurately.
• Collate and submit weekly timesheets to HR on a weekly basis.
• Maintain all stationery and consumable stock levels.
• Update the lock-up/completion tracker by 4 pm each