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Vacancy NameGroup Project AdministratorEmployment TypeFixed TermCountryUnited KingdomLocationLong SuttonBusiness AreaOperationsWorkplace TypeHybridAbout PrincesThe Princes Group has over 7, employees with offices and production sites in the UK, Netherlands, Italy, Poland, France and Mauritius. Princes manufactures different food and drink products responsibly sourced and enjoyed by consumers every day. None of this would be possible without striving to be an employer of choice, where our colleagues are proud to represent our business.Role Description12-MONTH FTC
Reporting to the Group Project Manager, this role will have responsibility for providing a wide range of effective administrative support to the Group Engineering function.
To work closely with the Engineering Director, Group Project Managers, Accounts Payable, Site Accountants, Procurement to support a smooth transition between each department.
To have an understanding of the capex procedure & provide support to the Group Engineering team to help the business deliver current and future volume requirements ensuring maximum efficiency throughout all manufacturing processes and continuously driving a culture of high performance.
Dimensions:
1. Administration of c£30 million spend on capital projects.
2. Administration of spend on interim contractors.
3. Liaison between the Group Project Engineers and suppliers to ensure the best service is maintained at all times.
Key Relationships:
4. Responsible to the Group Project Manager.
5. Working across a number of departments with a number of operational peer groups at Manager level.
6. Critical interfaces: Site based – Factory General Manager, Engineering Managers, Project Engineers and HSE Managers.Group based – Engineering Director, Legal managers, IT Managers, Finance, Procurement Manager, and EAs.
Key Responsibilities:
7. Responsible for providing a wide range of administrative support for the whole Group Engineering Function.
8. Working with the Project Engineers to manage & support the spend on the various capital projects across the Group Function.
9. Raise & manage in excess of £11 million a year of capital purchase orders on SAP for the Project Engineers. Track the spend as well as authorise the payment of invoices through SAP.
10. Liaise & work closely with accounts payable- Deal with any queries.Rectify historic and present invoice mis-postings.Support accounts payable in processing invoices.Ensure invoices posted on SAP match own records.
11. To undertake testing on reports, liaise with IT with the co-ordination of any issues with SAP.
12. Raise & track IT calls for access to folders for the Project Engineers, as well as any other IT issues.
13. Maintain & update both R&D Trackers for the Group Project Engineers & Interim Group Project Engineers.
14. Administration of Group Engineering KPIs, Group Engineering Location & Priority Tracker, Salary Transfer, Regular Project Reporting.
15. Ensure the Safe Contractor database is current, accurate and kept up to date. Will need to liaise with all sites & the external company - Safe Contractor to achieve this.
16. Work closely with procurement in processing new vendors to be added to the Princes approval list & entered onto SAP & have direct responsibility of additions of contractors onto Safe Contractor and SAP.
17. Manage the Capital Cashflow Master spreadsheet, ensuring data is up to date. Coordinate with all stakeholders to ensure monthly update cycle is performed properly and timely.
18. Coordinate the Capital Approval Process cycle with meetings, emails and file updates.
19. Develop & maintain a Document Control process & procedure for Standards & Group Engineering ProceduresFramework documents (part of the project life cycle)Ensure procedure is adhered to by all of the Group and Site Engineering functions.
20. Interim Contractor Management- Process & approve timesheets for approx. 14 interims.Manage & track the £1.5 million spend (per year) on interims.Ensure data is kept secure.Process invoices from interims & agencies & ensure correlation with timesheets.Assist with queries from accounts payable, interims, agencies & Group Project Engineers in relation to purchase orders, timesheets & invoices.Maintain holiday spreadsheet for the interims.Ensure all interims contracts are stored centrally & standardised.Raise & issue reports of spend on purchase orders to interims, accounts payable & relevant Group Project Engineers.
21. Take, write & distribute minutes for project meetings as & when required.
22. Co-ordinate meeting, hotel, travel and refreshment requirements for Project Engineers.
23. Support Group Engineering with the management of SharePoint.
24. To challenge the status quo, driving a culture of best practice and continuous improvement that focuses on elimination of waste in all forms.
Role RequirementsKnowledge, Skills & Experience
Knowledge:
25. Basic knowledge of numeracy and literacy.
26. Understanding of project management.
Skills:
27. Good written and verbal communication skills.
28. Demonstrate a high level of organisation and time management.
29. Detail-orientated.
30. IT literate with competence in the main Microsoft office packages, in particular Word, Excel Outlook, PowerPoint & MS Project.
31. Comfortable in the use of SAP ECC and SAP Ariba.
32. General understanding of project management systems.
33. Innovative with a creative approach to problem solving and able to make decisions quickly using own initiative.
34. Numerate.
35. Able to work using own initiative.
36. Ethical and discreet.
Experience:
37. Experience of previous administration role.
38. Ability to develop good working relationships across other business teams and functions in order to ensure effective communication.
39. Experience of developing spreadsheets to enable good cost control.
40. Experience in use of SAP.
41. Familiarity in processing and handling purchase orders & invoices.
42. Some experience of ISO systems and document control would be desirable.
Benefits:
43. 25 Days Annual Leave Plus Your Birthday Off
44. 14.5% Pension - 5% Employee / 9.5% Employer
45. Hybrid & Flexible Working - 4 Days in Office / 1 Day WFH
46. Flexible Holiday Option - Buy 5 Additional Days
47. Enhanced Family Friendly & Carers Policies
48. Critical Illness Cover
49. Learning & Development Opportunities
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