Project Administrator

3 weeks ago

Didcot, United Kingdom Purple Placements Full time

**Project Manager**
Fundamentally, this role is to support our project managers in their day-to-day administration and duties:
Ø Where required, attend project handovers to understand the scope and timelines of the upcoming projects.
Ø Oversee the administration of multiple concurrent projects ensuring that all tasks are scheduled and completed on time.
Ø Ascertaining additional logístical needs such as travel, hotels etc. and work with our operations team to ensure all requirements are met.
Ø Work with our procurement team to track due dates of equipment to ensure that all kit arrives in time. Work with Project managers to revise project timelines where issues arise.
Ø Provide support where possible for equipment not received.
Ø Have a keen awareness of all jobs and work with all teams across the company to ensure a smooth delivery working through and resolving issues as and when they may arise, including but not limited to, Procurement, Design and Technical.
Ø Deputise for Project Managers during the Project meetings where they are not able to attend.
Logistics
Ø Manage the transportation and delivery of all goods leaving the warehouse/shipping direct to site ensuring that:

- All relevant information is gathered and distributed to relevant parties such as access requirements, vehicle accreditations, access times etc.
- Be the primary point of contact with couriers to ensure a smooth delivery and work with them where issues arise.
- Where items shipping to site have been received, ensure that the warehouse is aware to process the receipt/dispatch of these items.
- Oversee travel where required including the booking of hotels.
Overseas Logistics
- Compile paperwork and information for all shipments, including commercial invoices, HS and Country of Origin codes, CE certificates etc. as required,
- Oversee travel and transport where required including the booking of hotels/flights/parking.
Creating and Maintaining Microsoft Teams
Microsoft Teams forms the backbone of our planning environment and this role responsible for the upkeep and maintenance of Teams. This falls into 2 main categories,
Ø Oversite and upkeep of tasks within all projects
- Track the individual tasks created in Teams to ensure that all deadlines are being met.
- Follow up with relevant teams where tasks have not been marked as completed to establish the status.
- Revise time scales with the project manager as required to reflect delayed tasks.
Scheduling
Ø Administer the scheduling of engineers both internal and freelancers in line with project managers requirements.
Ø Flag concerns where additional resource may be required and scan upcoming weeks to ensure that an discrepancies between workload and resource may be imbalanced.
Ø Arranging video calls with sub-contractors for scheduling updates.
Ø Maintaining a close working relationship with sub-contractors and their teams.
Ø Writing and send out to all required the engineering schedule - Week Commencing information.
General Project Support
Ø Provide ad hoc support as required by the project managers to assist with the smooth delivery of projects.
Attributes
This role is not for the faint of heart and you will not be backwards in coming forwards. A natural and friendly communicator, you will need to have a tenacity for getting answers and have no problem asking questions and chasing people for work across all levelsof the organisation.
You will be a stickler for details, naturally inquisitive when something doesn't look like it is correct and determined to get things in order.
While this job is about structure and order, you will have the ability thrive in an environment where things regularly change and plans need rebuilding.
Ø Experience in busy logístical environment.
Ø Experience with creating & updating Microsoft Excel sheets
Ø Experience of operating within MS Teams and O365
Ø Can work independently while also working as a team
Ø Have an open but assertive attitude
Ø Exceptional problem-solving abilities

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