A fantastic opportunity has arisen for an Administrator with Share‑point experience within the Site and Facilities Team with our prestigious client BAE Systems at their site in Portsmouth.
Responsibilities
* Support the Infrastructure & GFA Manager with Damages & Losses
* Assist in coordinating between infrastructure and plant hire operations to ensure efficient communication and smooth project execution
* Support with GFA asset tracking to identify emergent issues
* Support the Infrastructure & GFA Manager with the daily administration of team and office duties
* Maintain business and functional reporting requirements and attend meetings
Core Duties
* Assist Infrastructure & GFA Manager with producing monthly plant forecasts for all Ship Repair projects, including forecasts for FTSPs and 4‑week forecasts for Upkeeps
* Assist Infrastructure & GFA Manager with updating the Building Custodian register, ensuring rectification of gaps
* Collate and attend weekly meetings with the Projects, KBS & MOD associated with plant hire and GFA assets
* Progress damage and loss cases, investigating discrepancies and liaising with projects to recover costs where applicable
* Run regular reports to display plant hire‑related costs for the calendar year, helping to identify areas for potential cost savings
* Analyse data to identify patterns in plant hire costs, damage and losses, enabling preventative actions
* Apply initiative to progress chasing and identification of solutions and process adjustments to ensure continuous improvement implementation
* Establish effective working relationships with both BAE Delivery teams and infrastructure/facility service providers
* Support the Infrastructure team with help desk requests and ensure tasks are completed in a timely manner
* Work with KBS / MOD to update the asset register and support the coordination and completion of this document
* Work with Sites, Facilities & Infrastructure Team Lead in support of project administrative tasks
* Assist Infrastructure & GFA Manager in day‑to‑day routine tasks
Knowledge
* Knowledge and understanding of PM processes, procedures and systems
* Project Management experience demonstrated in a professional role within a project
* Good understanding of one or more Project Management tools, techniques and practices
* Knowledge of the Business environment for project
* Excellent interpersonal skills; friendly, courteous and professional in dealing with all stakeholders
* Competent in drafting professional communications to distribute to all occupants of the Building
* Proficient in the use of appropriate IT packages including Microsoft Office Applications
* Ability to respond to internal/external customer enquiries, providing information and guidance as appropriate
* Understand team budget and impact upon costs/opportunities for cost savings
* Undertake training necessary to maintain/improve functional knowledge in support of the delivery of the Building Coordination task
* Business expertise: requirements of the position for knowledge and expertise about the business rather than technical expertise
* Understanding of project, its markets, customers, strategic priorities and culture
* Some understanding of the wider Project Management environment, and of developments and practices in the field
* Some understanding of the structure, organisation, processes, and culture of the project, to support implementation of appropriate Project Management approaches
* A good understanding of how the team integrates with other teams to achieve objectives
* Understand the customer requirement and be customer‑focused for delivery of responsibilities
* Understand how current base contractual requirements apply to the team
* Always maintain a customer focus
* Always engage with the customer professionally and effectively
* Understand base processes and MOD requirements, structure and process
Leadership
* Accountable as a member of the Sites, Facilities & Infrastructure Team for supporting development and implementation of appropriately tailored Project Management practices
* Accountable for ensuring one or more aspects of Project Management practices in the project are suitable for purpose
* Take responsibility for personal learning and development to identify opportunities to increase effectiveness
* Lead through example as a team player, motivating and encouraging others to deliver the best possible service to the customer
Problem Solving
* Identify efficiency and potential cost saving opportunities
* Maintain a high level of accuracy when inputting and cleansing data
* Analyse, maintain and produce management information, data and reports to meet MOD and BAE requirements
* Analyse and report issues within area of responsibility to senior management to support solution development
* Analyse areas for potential change and propose options to increase effectiveness of delivery
* Prioritise workload and meet customer expectations
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