Office Project Coordinator

4 weeks ago

Belfast, United Kingdom IN2 Design Partnership Ltd Full time

Office Project Coordinator

The admin team will work closely together (Dublin, Athlone, UK office managers) to ensure consistency. It is important that the Office Project Coordinator is highly organised, professional but equally important. The challenge will be to create a culture of professionalism in the office.

Accounts
- Assisting the finance team with the role of accounts payable including payments,
- Supplier invoice postings and expenses
- Organising weekly timesheets
- Collate receipts and track spend using the UK credit card spend tracker for month end reconciliation.
- Scan statements and receipts to accounts monthly.

Project coordination

The Office Project Coordinator needs to be fully trained and demonstrate proficiency on the NetSuite system, including setting up of new projects, amending, forecasting, creating weekly timesheet reports, monthly sales and resource reports.

Co-ordinate the following administrative activities for all projects running in the UK office;
- Issue monthly invoices.
- Project Total updated.
- Forecast Fees.
- Cross check the project total, schedule tab and the P&L Revenue agrees.
- Set the preferences so the team can add time to the project.
- Open the first stage for time.
- Set up the client billing entity details and to check if there is a PO Required
- Monitor and identify problems and adjust as necessary.
- Foresee issues and highlight to project leads when projects are likely to run over budgeted time allocation.
- Assist engineers in maintaining their timesheets accurately and ensure hours are allocated correctly.

Daily Admin Duties:

- Sorting daily post and scanning to head-office.
- Ensuring meeting rooms, kitchen and office is tidy and appliances working.
- Answering and transferring incoming calls and taking messages (this is a centralized system across all 4 offices).

Facilities Management:

- Monitor and manage the relationship with office contract cleaners to ensure the cleanliness is of the highest standard and is maintained.
- Implement and manage an internal booking system for the board room & meeting rooms Ensuring that meetings finish in a timely manner and are left tidy for the next users.
- Liaise with and manage contracts for office utilities: gas, electricity, water, alarm, and security systems servicing and maintenance. Manage online portals for these accounts and download monthly invoices.

Procurement:

- Ensure that all supplies, goods, and materials are ordered efficiently (in conjunction with finance) and replenished in a timely manner at all times.
- Management & approval of utility costs for the offices.
- Ensure that kitchen supplies (tea/coffee etc.) are always available.
- Liaise with team leaders regarding on-going re-ordering of stationery. Implement a policy of tracking stationary usage (within what is reasonable).
- Liaise with cleaning contractors to order cleaning materials and cleaning products.
- Ensure that printing supplies, paper, toners etc. are always available and re-order in advance. Be aware of tender dates for major projects to ensure plentiful supplies.
- Purchase client gifts and arrange distribution working with Directors to review client lists.

Office Security:

- Manage the programming of all staff security fobs.
- Update and manage shared tracker with leavers and joiners misplaced fobs etc.
- Liaise with Fire & Security Management companies as required.

Parking:

- Control the parking for directors and company vehicles.
- Co-ordinating with facilities / landlords / management company on parking passes.

Staff Travel:

- Organise travel arrangements and bookings for all UK staff.

Estate Management:

- Represent the company on the Management of the Estate.
- Liaise with the landlord on all issues around security, parking, estate cleaning and maintenance. Ensure that the landlord fulfils his own estate management duties.

Security Clearance:

- Managing tracker for all employee renewal dates.

London Apartment Coordination:

- Liaise and manage contract with Property Management Company in London.
- Manage contract with cleaner for London apartment review and approve invoices before sending to accounts for payment.
- Manage the booking, payment, and collection of laundry to and from apartment through Laundry-App weekly and as required.
- Monitor apartment booking calendar for IN2 staff booking to stay in apartment.
- Manage utility bills and contracts (Broadband, gas, electricity) download and send invoices to accounts team.

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