Project Administrator

1 month ago

Wokingham, United Kingdom Automated Building and Energy Controls Full time

**Wokingham**:
ABEC is a Building and Energy Management System Specialist carrying out new Installations, Upgrades, Maintenance, Energy Management Services and more recently deploying Building Analytics and IoT Solutions.

This is a fast-growing company operating in the UK & Ireland and Europe with exciting growth and expansion plans. The main offices are in Tewkesbury and Wokingham with most of the workforce being mobile or remote.

Purpose of the Role

The Special Projects Administrator will be responsible for working with the special project team acting as a central repository for the division, covering all project-related administrational duties. They will work closely with the Major Projects Administrator so the two roles can support each other and cover for any leave or additional capacity.

Full time

37.5 hours per week, Monday - Friday (Full Time)

My duties and responsibilities in this position are:
1. Carry out project administration tasks from inception to completion including, but not limited to, new project creation, purchase requisitions and project completion packs.

2. Maintaining the ABEC project planner which includes liaising with project teams to get updates on their current projects and availability for further works, as well as inputting all pipeline project data from sales team.

3. Communicate with clients in relation to advising start dates and allocated / planned project team members. Also manage client communications regarding post completion snags / defects where project managers / special project engineers are no longer allocated.

4. All procurement / purchasing for projects division using Sage Construct.

5. Compiling and entering project completion information / documentation including O&M documentation, defect register.

6. Other administrative support to the projects team including, project directories management, document control and inputting of data in to ABEC project system.

7. Processing of project team timesheets using Sage Construct.

8. Liaise with the maintenance department’s labour planning staff and look to share staff where cost efficient and where it suits the learning requirements of individuals.

9. Support the projects team with any ordering logistic issues such as arranging adhoc shipments and chasing up missing orders.

10. Provision of Health and Safety Documentation including RAMS to clients.

11. Maintaining trade affiliations / QA and similar accreditations for the projects business

12. To undertake any other duties as requested by senior staff within ABEC

I will achieve the following results in this position:
1. Ensure that purchase requisitions are processed in a timely manner, ideally within 12 working hours or as otherwise stated by the requestor.

2. Process requisitions in line with project cost plans to ensure projects stay in budget, with any overspends being queried before they are processed.

4. Project completion packs to be completed within the month of practical completion/final account being agreed.

5. Project team timesheets are processed on a weekly basis and sent for approval before the end of the working month.

The following experience which is needed for this position:
1. Excellent organisation skills.

2. Excellent MS Excel skills

3. Communication skills - ability to liaise with clients

4. Experience in customer facing administration activities

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