Project Administrator

1 week ago

Kingston upon Hull, United Kingdom Airco Refrigeration and Air Conditioning Ltd Full time

**Job description**

Founded in 1991 as a sole trade; and fast forward to today, Airco stands as a leading HVAC & Renewables contractor, directly employing more than 200 staff. Proud of our roots in Hull, the business has expanded to provide a now largely national service offering.

Originally, the business predominantly operated as a refrigeration contractor; the business has grown into offering multiple disciplines including air conditioning, ventilation, heating, plumbing and renewables. We provide full service, maintenance, repair, design and installation services for this entire scope to ensure our clients can rely on us for turn key solutions within the industry, including 24/7 365 availability for critical breakdowns.

Our people are core to our business offering, as such we work hard to ensure a positive company culture.

There truly has never been a more exciting time to join our rapidly growing business as an Project Administrator.

**Fixed Term role to cover maternity leave**

**Location**: Hull

**Benefits**: Enhanced Holidays, Birthday day off, Long service awards, Enhanced sick pay, Bike to work scheme, referral scheme, Home support and Health cash plans.

**The Role**:
The Project Administrator is responsible for supporting the project coordinator along with the project team in the administration, coordination, planning and control of projects.

**Main Duties & Responsibilities**:

- Support/Hold in the absence of project coordinator, daily & weekly Project Planning Meetings, working with the Project Team to mitigate project risks, project delays and to priorities resource and assignments allocation.
- Telephone inquiry support (internally & externally).
- With support from the Project Team, keep Rational Plan & Job Logic’s progress/status’ up to date.
- Procurement of plant, equipment, materials & hire equipment required to maintain project objectives and schedules. Providing supplier purchase orders numbers to engineers, updating PO’s once in receipt of equipment & off-hiring. Chase suppliers when necessary to ensure OTIF deliveries, report any potential delays or shortfalls to the PM and find alternative suppliers if required.
- Review engineers working hours, ensuring appropriate rest breaks, escalating any safety concerns
- Ensure all relevant H&S documents are issued & acknowledged via Eversign (Method Statement with appropriate Risk Assessments).
- Escalate projects through direct communication with the Project Coordinator or relevant Project Manager, if the necessary H&S actions have not been completed before work commences.
- Update job costings (Labour, materials, subcontractors etc).
- Collate information, process & issue O&M Manuals and other project related documentation/commissioning sheets.
- Update FGas logs.
- Update asset lists
- Approving invoices for paperless
- Organizing equipment/materials from stores
- Collate the installation team’s working hours from the planner/Job sheet and time sheet and provide payroll with accurate working hours information.
- Updating the warranty log and ensuring it is up to date.
- Deploy jobs/visits to engineers.
- Book accommodation & organise transport for engineers when necessary.
- Schedule the relevant resource/secondary/additional resource to the allocated project.
- Initiate new projects in Rational Plan, creating a comprehensive project plan scheduling the procurement of plant, equipment, materials & hire equipment required to maintain project objectives and schedules; raising PO and providing full details to the Project Administrator to ensure OTIF deliveries.
- In conjunction with the Project Coordinator, organise any site induction, compliance or prerequisites identified in the Project Initiation, ensuring the engineers have the necessary information in advance of the project commencing so they are adequately prepared.
- Reconcile Job Logic job status with Rational Plan project status (JL WIP report).
- With support from the Project Coordinator, update Accounts on WIP.
- Submit extended warranties.
- Organise the pool of apprentices & second men (In-line with department’s requirements) & allocate in the planner in collaboration with service hubs.
- Purge ‘Closed’ projects older than one calendar month.
- Add annual leave, national holidays & apprentice’s college dates to Rational Plan.
- Update customer portals if required.
- In conjunction with the Project Coordinator, collate financial & statistical information for daily/weekly/monthly reports as well as other ad hoc reports.
- Working with the Sales/Estimating/Project team, prepare & submit quotations for variations & new work.
- Make recommendations for improvements.
- With support, provide cover for the Project Coordinator’s duties in their absence.
- Undertake any necessary additional duties as and when required including supporting & assisting the day-to-day administration within other departments including reception.
- Providing support for the hubs with

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