Purpose of role
* Provide vital administrational support to the UK business. To provide vital operational support to project managers/engineers and project teams in order to achieve successful and timely completion of projects.
* To produce key management information including reports, presentations etc., to support the activities of the business unit
* Drive clear communication channels within the UK business.
* To provide vital administrative support and ensure effective, smooth-running of the business unit.
* To provide co-ordination of facilities at all UK Business Units.
Main Responsibilities
* Processing timesheets for weekly paid employees after checking with the data provided by the project team i.e. hours worked etc, utilising time and attendance software
* Lead on completion of all PQQs
* Lead on reviewing companies NDAs to ensure they are compliant, in date and still applicable.
* Support Procurement with the departmental audit queries, collating information and documentation as required.
* Raise Purchase Orders, (converting PRs to POs) using Focal Point system in line with Company Processes and Procedures.
* Set-up and update contracts and cost/sales budgets (including variations and purchase orders) on Focal Point; acknowledge orders and setup job numbers. Update CRM system (Microsoft Dynamics) inputting and updating details as enquiry progresses and adding relevant attachments, completing contracts once costs are received.
* Review any purchase invoices received for assign purchase orders to them and complete the GRN process in a timely manner.
* Maintain job files; ensure all relevant documentation is present in file, chasing project teams for any missing documentation etc.
* Upkeep and control fleet, Vans/vehicle hires.
* Ensure vehicle trackers and ensure logs are up to date.
* Office annual review of all UK support services, planning services etc as required annual tracker monitoring for expiry.
* Assist with phone support.
* Review purchase orders for labour, plant, equipment and materials etc., in line with costs agreed by the procurement team, after sign-off by Resource Schedulers.
* Liaising between Operations and Finance departments over any invoice issues from purchased goods and or services.
* Assist the project and sales/business development teams with quote production/typing and bids as required.
* Arrange meetings and events and take minutes as necessary.
* Update finance (contract and payments) spreadsheet.
Management Reporting
* Complete and submit the weekly report, liaising with the project team.
* Assist the project team in completing the cost tracking in focal point.
* Issue draft recognition and complete monthly sales statistics, enquiry and job books to the Engineering Manager.
* Support the Engineering Manager to prepare monthly reports such as health and safety report, salary allocation report, management report etc.
General Administration
* Produce key management information e.g. presentations, reports etc.
* Provide efficient service to customers, suppliers and colleagues face-to-face or via telephone, teams, email, face-and deal with queries and enquiries.
* Maintain an effective document library within the business unit.
* Adhere to and support the implementation of HR processes and procedures e.g. holiday recording, absence reporting etc.
* Maintain a positive and professional image of Beck & Pollitzer.
* Contribute to continuous improvement processes and drive forward efficiency and standardisation.
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