Project Administrator

Title: Project Administrator

Location: Hull

Hours: Mon – Fri / 8.30-5pm

Salary: £12ph

Term: 6 months - Temporary to cover maternity – (May lead to permanent position).

Start: ASAP

I am proud to be working in partnership with one of the UK’s leading HVAC & Renewables contractors.

This forward-thinking and progressive company are looking to recruit a Project Administrator on a temporary basis covering 6 months maternity leave. This may lead to a permanent position.

The Project Administrator is responsible for supporting the project team in the administration, coordination, planning and control of projects.

The ideal candidate will have previous administrative experience, excellent organisational skills and have a proactive outlook within a dynamic environment.

Knowledge of Job Logic and RationalPlan would be advantageous, however full training will be given.

Key Responsibilities & Duties:

• Monitor & action emails in the ‘Installations’ Inbox, allocating & chasing until completion or the responsible person has acknowledged receipt.
• Telephone enquiry support (internally & externally).
• With support from the Project Team, keep Rational Plan & Job Logic’s progress/status’ up to date.
• Support daily & weekly Project Planning Meetings, working with the Project Team to mitigate project risks, project delays and to prioritise resource and assignments allocation.
• Ensure all job documentation (Quotations, PO’s, Sales Orders etc) are stored in the Project Folder.
• In conjunction with the Project Coordinator, transfer quotation breakdowns from the costing sheet to Job Logic ensuring there is a ‘Quoted Cost’ in the upgraded job.
• Liaise with external stakeholders (Client), acknowledging planned project dates (Tier 3 & 4) giving project updates at preplanned intervals.
• In conjunction with the Project Coordinator, organise any site induction, compliances or prerequisites identified in the Project Initiation, ensuring the engineers have the necessary information in advance of the project commencing so they are adequately prepared.
• Procurement of plant, equipment, materials & hire equipment required to maintain project objectives and schedules.
• Providing supplier purchase orders numbers to engineers, updating PO’s once in receipt of equipment & off-hiring.
• Chase suppliers when necessary to ensure OTIF deliveries, report any potential delays or shortfalls to the PM and find alternative suppliers if required.
• Deploy jobs/visits to engineers.
• Review engineers working hours, ensuring appropriate rest breaks, escalating any safety concerns.
• Book accommodation & organise transport for engineers when necessary.
• Ensure all relevant H&S documents are issued & acknowledged via Eversign (Method Statement with appropriate Risk Assessments).
• Escalate projects through direct communication with the Project Coordinator or relevant Project Manager, if the necessary H&S actions have not been completed before work commences.
• Update job costings (Labour, materials, subcontractors etc).
• Review & approve project related invoices including requesting Stage Payments & job completion invoiced managed through Rational Plan.
• Upload Daily Status Change Report (WIP Report) & action results.
• Reconcile Job Logic job status with Rational Plan project status (JL WIP report).
• With support from the Project Coordinator, update Accounts on WIP.
• Update FGas logs.
• Organise the pool of apprentices & second men (In-line with department’s requirements) & allocate in the planner.
• Purge ‘Closed’ projects older than one calendar month.
• Carry out monthly supply Price Checks updating quotation sheets as necessary.
• Record & publish KPI’s.
• Add annual leave, national holidays & apprentice’s college dates to Rational Plan.
• Update customer portals if required.
• In conjunction with the Project Coordinator, collate financial & statistical information for daily/weekly/monthly reports as well as other ad hoc reports.
• Working with the Sales/Estimating/Project team, prepare & submit quotations for variations & new work.Make recommendations for improvements.With support, provide cover for the Project Coordinator’s duties in their absence.Undertake any necessary additional duties as and when required including supporting & assisting the day-to-day administration within the finance department if required.

HOW TO APPLY:

To be considered for this role, please click on the link provided.