about 15 hours ago
Projects Coordinator As part of the expansion of our National Accounts business we are looking to appoint a Projects Coordinator / Support, who will be providing support to Project Managers and Project teams. An ideal candidate is someone who can excel in a fast-paced and challenging work environment. As Projects Coordinator / support, you will be someone who possess strong organization skills, where you will have to work to deadlines, handle multiple projects and be successful in delivering solutions. Duties and Responsibilities 1. Provide a comprehensive administrative and financial support function to the Projects team, including the development and maintenance of records. 2. Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures. 3. Organizing, attending and participating in stakeholder meetings. 4. Undertaking project tasks as required. 5. Documenting and following up on important actions and decisions from meetings. 6. Be a single point of knowledge in understanding of processes and procedures. 7. Understand and follow both company and project management procedures and processes. 8. Collating and distributing invitations to tender, documentation. 9. Ensuring all Forms of Enquiry are signed and returned and filled in the appropriate internal folders. 10. Collating and filing all costs for a project, including sub-contractor quotations, collating and uploading the information onto an internal system, as well and running management reports; such as P&L, WIP, Debt & Invoice Pool etc. 11. Support the development of various presentations and documentation to be submitted to customers. 12. Raising all purchase orders ensuring they comply with company T's & C's. 13. Co-ordination of billing application, calculating margins, raising invoices and submitting to client, including the monitoring / identifying issues regarding payment of invoices, from clients and to suppliers. 14. Arranging and attending monthly Project Reviews. 15. Completing / input project costs to date in advance of Project Managers submission of financial reports. 16. Maintaining both holiday & training team planners, including co-ordinating and booking training requirements for Project Managers. 17. Compiling / submitting and coordinating the closure of Customer and Project Management reports. 18. Assisting with the procurement process for all new suppliers and subcontractors. 19. Ordering all IT equipment for the project team. 20. Provides general administrative support to the Head of Projects, booking meetings, scheduling diary appointments, collating PQQ information, putting together PowerPoint presentations etc. 21. From time to time, visit various sites/offices as required assisting Project Managers in general project management duties; ordering signage / PPE, compiling H&S folders, producing meeting minutes, chasing outstanding orders etc. 22. Understand, anticipate and deliver customer (internal and external) needs while building effective relationships. 23. Maintain a comprehensive project files for each project. 24. Develop and maintaining various client tracker documents. 25. Maintain various registers. 26. Creating and maintaining governance packs, used at the differing governance templates. 27. Collate and data input from time sheets. 28. Co-ordinate various meetings, record actions and produce minutes. 29. Updating attendance planner. 30. Roll out various management improvement processes, monitor and provide support to the project managers. 31. Escalate any issues to senior management team. 32. Positively respond to both our internal and external customers through effective communication and personal accessibility. 33. Compiling of Project Review packs for senior management 34. Logging hazards & customer feedback on the QHSE Management Portal 35. Co-ordination of sub-contractor files, ensuring they are statutorily compliant with QHSE 36. Updating the Performance Portal as and when required. 37. To carry out any reasonable requests from Project Managers and management. Skills
- Strong Computer skills
- Helped developed or produced presentation using.
- Power point in previous role.
- Commercial awareness.
- Negotiation skills.
- Interpersonal and communication skills.
- Team-management skills.
- Strong Finance and accounting skills.
- Ability to understand commercial and financial metrics.
- Ability to deliver to deadlines.
- Experience in records / data management Experience
- Previous experience in a similar role, make sure the projects are well-organized and that it runs smoothly.
- Three years' experience in related field.
- Exceptional verbal, written and presentation skills.
- Experience using computers for a variety of tasks.
- Documentation management.
- Procurement management.
- Organising and co-ordinating a diverse team
- Using Finance and accounting software.