Main Duties and Responsibilities
1. To provide administration and coordination support to the Project Managers and Design Engineers.
2. To process contract management forms in accordance with Integral’s compliance procedures specifically the Contract Approval Request, Tender Approval Forms and Sub-Contract procurement processes.
3. Liaise with Project Managers in relation to delivery and installation of projects.
4. Take responsibility for raising purchase orders and Sub-Contract agreements and issue accordingly.
5. Take responsibility for raising sales invoices and applications to customers upon completion of works.
6. Liaise directly with suppliers and sub-contractors in relation to deliveries and installations.
7. Produce O&M manuals, H&S manuals, site files and assist with the handover process as required.
8. Update and maintain Enquiry Log and Contract Tracker documents on a daily basis.
9. Book hotels for Engineers and Projects Managers and process Engineer’s & Project Managers / Design Engineers timesheets on a weekly basis.
10. Maintain contract files for each project and ensure drawings, designs, quotations etc are correctly filed and archived. Carry out checks on the configuration management of the project files in line with the QSHE procedures and processes.
11. Carry out head office administration tasks as required and day-to-day functions as requested by your line manager.
12. Process credit notes.
13. Project financial reporting in line with Project Managers weekly project reports, also collation of monthly customer profitability reports and margin deviation.
Small Works Team:
Assist the Small Works Team with administrative roles, including:
14. Process invoices and credit notes
15. Send Weekly ERP Project Cost Reports to Project Managers, help to resolve queries
16. Input timesheets onto Integral ERP system on a weekly basis
17. Compile Operation and Maintenance Manuals for Small Works Sites
18. Maintain Contracts Warranty Spread sheet. Ensure parts are returned to suppliers and credit notes are received back
19. Tracking reports for hire equipment
Projects Team:
Assist Projects Team / Project Manager with administrative roles, including:
20. Assist with New Suppliers questionnaires before being sent to Integral Procurement.
21. Complete tasks assigned by Project Manager
22. Order parts for Projects sites, check amount in cost codes before placing orders. Arrange deliveries to sites
23. Retentions ledger – log down project retention and ensure Project Managers are made aware of due dates for first year defects and retention invoice dates
Other:
24. Answer company phone calls
25. Take minutes of meetings
26. Liaise with suppliers for Integral held equipment calibration
27. Keep a log of location of Integral held equipment inclusive or training records and certification for tooling calibration certs / PAT test etc.
28. Hire and off-hire equipment for team members as requested
29. Make travel arrangements for team members and some external staff as requested and deal with invoices for this travel.
30. Be available and flexible to do a variant of other tasks outside those above when requested
Warranty Procedure
31. Assist project managers with warranty control during warranty period.
32. Ordering replacement components
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About the role:
This is a full-time permanent position to provide administrative and coordination support to the Refrigeration Small Works / Projects department.
The successful candidate will be required to work hours per week between the hours of 09:00 to 17:00 Monday to Friday.
Experience and Qualifications
33. GCSE’s or equivalent in Maths, English and ICT
34. Knowledge of Microsoft office / Microsoft Project or similar and familiar with Adobe Acrobat or similar.
35. Experience of working in a Project Support role and / or Project Services / Installation business
36. Good communication levels and ability to build relations with key personal and customers
37. Excellent team working skills
38. Financial awareness
39. In-depth understanding of end-to-end project process and associated activities
40. Proven track record of success
41. Flexible and proactive with ability to work under their own initiative with a high degree of energy, assertiveness and creativity
42. Excellent management skills and strong organisational capability
43. Commitment to collaboration and teamwork
44. Ability to work to tight deadlines, manage multiple projects and work under pressure
45. Strong Microsoft Word, PowerPoint and Excel skills
46. Excellent written and oral English