The Project Coordinator - Site Services contributes to the overall effectiveness of the Site Services team through the management and flow of contract administration, vendor data and general project documentation relating to works executed by the Site Services team This also includes contract execution, project setup within E10, budget initialisation, invoicing, to ensure that project management tasks and timelines are addressed and/or maintained.
Major Responsibilities:
1. Enter Projects and Sales orders into the ERP system to initiate project execution and filing structures
2. Assist Site Services Project Managers with ERP system requirements as required
3. Generate standard documents and maintain formats per the project manager direction as required for the projects i.e. ITP's, initial project schedule Gannt charts, project plans, standard documentation as required by the client vendor data lists.
4. Create lists of technical specifications at project handover including revision and specification name and other details and maintain throughout the project.
5. Maintain client specification revisions that are referenced in the contract and issue revisions to the suppliers as required.
6. Champion document control within the Company and be the first point of contact for all stakeholders regarding any document control matters pertaining to Site Services
7. Track the movement of all project documents and deliverables to the client within agreed timelines including liaising with internal and external customers (FLS offices, third party engineering houses, vendors etc.) to expedite documentation
8. Assist in internal and external project meetings (kick off, project review, etc) to understand and manage contract administration and document control requirements within contract scope
9. Audit completed jobs/projects for completion prior to final invoicing compilation
10. As required assist Site Serves Project Manager/Supervisors compile MDR and close out documents to ensure that documents provided are in accordance with client requirements
11. Continuously develop and improve contract administration, document control and filing systems
12. Provide guidance and training to Site Services personnel including but not limited to Supervisors, Project managers etc in the use of ERP, Site Services Job File management etc
13. If on site, maintain a strong relationship with the Client and representatives and adhere to contract reporting requirements.
14. Assist as required in the preparation of a detailed Project plan that defines the organisation, roles/responsibilities, scope, targets, contracting strategy and critical activities.
15. Assist as required in the preparation and compilation of tender documents, assessment of subcontractors, and the implementation of successful contracts prior to the commencement of work.
16. Assist in analysing shutdown critical path activities and ensure that resources are allocated in the most efficient manner.
17. As required, in respect to emergent/additional work, liaise with key Client-FLSmidth shutdown personnel on problems and critical changes that may affect resources, equipment availability, cost and schedule in order to develop and implement solutions.
18. Assist Supervisors and Project managers to prepare project reporting and documentation
19. Assist project managers in having the ERP system updated with the latest forecast
20. Any other duties as directed by your manager
21. Manage the effective inputting of timesheets in a timely manner to ensure supporting function of payment of wages on a weekly basis
Knowledge, Skills & Experience:
22. Experience with document control, project controls, project administration or quality control on large infrastructure projects.
23. Certificate IV in Business Administration or Bachelor of Business – desirable
24. Minimum 3 -5 years' experience within a projects or engineering environment in the mining or minerals sector
25. Excellent oral, written and interpersonal communication skills in order to work with customers, contractors and other personnel on a daily basis
26. Advanced Microsoft Office skills (Word, Excel and PowerPoint)
27. General understanding of project management principles
28. Demonstrated ability to deliver in a fast-paced, changing environment with excellent analytical and problem-solving skills
29. Strong customer service skills
30. High attention to detail and the ability to manage multiple competing priorities simultaneously
31. Effective decision-making skills
32. Ability to work in a team or individually on multiple concurrent projects.
33. Ability to build strong internal and external relationships
34. Willingness to learn and undergo job specific training (ex. software/project/sampling)
35. Experienced utilising ERP database systems i.e. EPICOR
36. Good organisation, multitasking and time management skills that delivers effective planning and housekeeping standards.
What we offer:
37. Competitive remuneration package on offer.
38. Work-life balance with a flexible work schedule so you can focus on professional and personal priorities.
39. Since 1882, FLSmidth has operated successfully within a global environment.
40. Development and training within a respected global OEM company.
41. Access to salary packaging options to allow you to maximize your after-tax income.
42. Employee Assistance Program for employees and immediate family.
43. Purchased annual leave options.
44. Paid Parental Leave
45. Access to a recognition and benefits platform.
46. Involvement with community and charity initiatives.