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Commercial & Discrete Works Administrator

2 months ago

Falkland Islands, United Kingdom Mitie Full time

This role requires you to support the Project Management and New works (AFWP) team on the South Atlantic contract in the Falkland Islands, ensuring all chargeable works elements are supported adequately where required, with subsequent paperwork being completed in a timely manner and maintained accordingly for audit traceability. You will be required to produce accurate SQL reports on a regular basis, highlighting and chasing any discrepancies from the subsequent departments, as well as provide various administrative support functions to the wider team

2. Ensure that the office is manned at all times during office opening hours answering all telephone calls and customer queries promptly and politely

3. Take control and co-ordinate the preparation and response for the G3 works by updating Maximo, the G3 Tracker, issue SOW's, and prepare the G3 working files for issue

4. Produce meeting minutes for the G3 progress meetings

5. Assist with updating Maximo using updates from the Project Managers and ensure that Maximo is updated for the LV and HV WIP Meetings

6. Raise all chargeable work orders as when and an SON is submitted from DIO, attaching the relevant SON onto Maximo

7. Set up the AFWP Project Data Folder once a chargeable work order has been raised under the relevant folder also saving a copy of the SON

8. Take control of printing all chargeable work orders once they have been approved at Part 3 (FPAUTH) and issue to the relevant Project Manager

9. Take control of cancelling all chargeable work orders and ensuing the log is updated and the correct failure code is used

10. Take control of assigning the QS and PM on Maximo once the works have been moved to Part 1 (FPCAL) and work-flow to the QS

11. Issue on a monthly basis the number for chargeable work orders completed in month to the QHSE Advisor

12. Run the required SQL reports in preparation for the AFWP WIP meetings

13. Produce meeting minutes for all AFWP related meetings

14. Assist with ensuring that the AFWP project files, are accurately maintained, the correct documents are saved, communicated to all relevant departments and hard copies archived accordingly.

15. Operate Maximo and ExoStar. Including data input, processing, production of information relating to AFWP ensuring all records are kept updated and fully auditable

16. Raise work orders for the Main Power Station relating to the Diesel Prime Movers. Also at the beginning of the Financial Year raise the parent work order and issue to MPS

17. Enter weekly Labour Record Sheets for AFWP, DPM Works and Third Party Works into the Maximo system ensuring the information is accurate and done in timely manner as required

18. Raise 3rd Party Works Orders for Staff and Sub-contractors

19. Assist in the absence of the Stores Supervisor with raising local 3rd Party Works Quotes for Customers

20. Ensure strict adherence to the local stores 3rd Party process for Invoicing, payment and then issuing of materials from Stores.

21. Raise 3rd Party Works Invoices for payment into local bank account and communicate with UK for invoicing UK based sub-contractors, ensuring meticulous records of all invoices and their status are held

23. Process and record all invoices received from suppliers and subcontractors, collecting signatures, approval and receipting on Maximo (recording all transactions)

24. Cover all leave periods and sick leave for Commercial and Discrete Works Supervisor

25. Generate/maintain relevant records, accurate filing and support for all commercial functions

26. Attend meetings with other stakeholders and the client (if so delegated to do)

27. Carry out tasks/duties as required by the Commercial & Discrete Works Supervisor and Commercial Manager

28. Any other duties relevant to the role and to carry out all reasonable requests of management

Attribute / Criteria Essential Desirable

Education /Qualifications /Training

GCSE 5no A to C or similar approved in Maths and English

NVQ Level 2 in administration or similar relevant qualification

NVQ Level 3 in administration or similar relevant qualification

AAT Level 1 Certificate or similar in Accounting desirable

AAT Level 2 Certificate or similar in Accounting desirable

Knowledge & Experience

**A details working knowledge and experience of**: - Maximo Operating Systems

Full Microsoft Office, Including projects.

Skills & Abilities

Good all round communication skills both written and verbal English.

Ability to produce accurate and meticulous work first time

Personal Qualities

Flexible approach.

Ability to work under pressure and meet deadlines.

Professional and Polite manner

Ability to identify improvement opportunities.

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