Project Support Assistant

2 months ago

Kintore, United Kingdom Pier Solutions Full time

We are seeking a driven and enthusiastic individual to efficiently support the company's project management and engineering operations. The Project Support Assistant will be responsible for raising purchase orders and overseeing the procurement of critical components whilst expediting to ensure on-time deliveries. This role will be combined with personal development opportunities within the company’s document control processes playing a critical part in ensuring seamless project operations and accessibility across the organisation.

**Responsibilities**

1. Procurement: Obtain supplier quotations and raise purchase orders for all project components and services in line with project schedules. Monitor and expedite orders to ensure on-time deliveries.

2. Administration: Support with general project administration tasks helping to coordinate project deliverables. Develop and maintain project files and liaise with finance forwarding supplier invoices.

3. Project Tracking: Utilise company systems and processes to log and record project data including submitted purchase orders, highlighting any supplier issues, delivery dates and cost changes.

4. Secretarial Duties: Administer and when necessary attend project meetings producing a first draft of meeting minutes and action logs.

5. Documentation Distribution: Manage the distribution of documents to authorized personnel, both electronically and in physical form, as required.

6. Document Retrieval: Respond to requests for specific documents promptly and accurately, ensuring efficient retrieval and delivery to the requesting parties.

7. Quality Assurance: Conduct regular quality checks on documents to verify accuracy, completeness, and adherence to established guidelines.

8. Data Security: Ensure the security and confidentiality of sensitive documents, following data protection regulations and company policies.

9. Continuous Improvement: Identify opportunities for process improvements within the procurement and documentation processes and propose relevant strategies to enhance efficiency and effectiveness.

**Qualifications**

1. Education: High school SQA qualifications / HNC qualified in Administration or similar.

3. Organizational Skills: Excellent organizational skills with the ability to manage and prioritize multiple tasks effectively.

4. Attention to Detail: Meticulous attention to detail to maintain accurate and up-to-date projects records.

5. Communication Skills: Strong written and verbal communication skills to interact with various team members, ensuring clarity and understanding.

6. Technology Proficiency: Proficiency in Microsoft Office Suite is essential.

7. Analytical Abilities: Analytical and problem-solving skills to identify general project issues and propose appropriate solutions.

8. Team Player: Collaborative mindset, willing to work with cross-functional teams to achieve project objectives.

10. Adaptability: Ability to adapt to changing requirements and handle project tasks with a proactive approach.

**Job Types**: Full-time, Permanent

**Education**:

- A-Level or equivalent (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Ability to Commute:

- kintore (required)

Ability to Relocate:

- kintore: Relocate before starting work (required)

Work Location: In person

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