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Main Purpose of Job
Work with team members to meet goals by an assigned deadline. Keep up to date on all aspects of a project, assign duties, and assist others so even complicated tasks come to completion in an orderly and timely manner. Use expertise to solve unexpected problems. Communicate with upper management.
Main accountabilities- Sourcing, ordering supplies and coordinating delivery schedules for multiple projects.
- Creating PRF's and Purchase Orders using Excel and SAGE - ensuring the orders are related to the relevant project for costing and auditing purposes.
- Arranging access to site for engineers
- Creation of Risk Assessment and Method Statements needed to be attached to the Access.
- Ensuring engineers receive their relevant work schedules and Job packs on a weekly basis to strict deadline.
- Monitoring and advising the Programme Manager on engineers leave requests - updating work schedule to reflect theiravailability.
- Booking hotels for the engineers near to the sites within strict budget boundaries.
- Uploading documentation in a timely and accurate manner to generate payment process' from clients.
- Closely monitoring and working on this payment process, chasing up any actions that need to be fulfilled for the payment to be completed.
- Meeting clients & suppliers.
- Updating Project costings and customer quotations spreadsheets.
- Minutes for inter-company meetings and uploading them onto specialized SharePoint.
- Assisting engineers with any issues - booking parking, sending additional supplies required for a project, passing on messages to the PM, etc;
- Arranging courier deliveries or pick-ups.
- Keeping track of deliveries
- Visits to customer or supplier locations may be required from time to time.
- Must be responsible for working in accordance with the Companys quality procedures, security requirements and suggesting improvements where necessary.
- Looks for ways to cut back on project expenses and increase the potential for profits.
- Minimum of 1 year administration experience.
- Strong mindset for continuous improvement and meeting or exceeding expectations and able to demonstrate complete discretion and confidentiality.
- Superior verbal and written communication skills, with an emphasis on tact and diplomacy.
- Business driven, people focused, with exceptional influencing skills; Excellent organizational, multi-tasking, presentation, and time-management skills.
- Knowledge of computer project management software and hardware
- Knowledge of using office Suite.
- Determination and persistence
- The ability to trust their intuition with minimal supervision.
- Good verbal and written communication skills
- Excellent leadership skills
- The ability to work well in a group setting.
- Thorough attention to detail
- Empathy and situational awareness
- Take care of your own health and safety and that of others at all times;
- Co-operate with management to help the company/client comply with health and safety legislation.
- Follow any instructions or health and safety training provided.
- Tell the H&S Champion about any work situations that present a serious and imminent risk;
- Let the H&S Champion or H&S Manager know about any other failings you identify in your health and safety arrangements.
