Project Co-ordinator

2 months ago

Cambridge, United Kingdom Inviron Full time

There’s a permanent opportunity for you here as a Projects Co-Ordinator to join our projects team covering our education and public sector contracts across Inviron.

The purpose of the role is to; Provide a comprehensive financial and administrative support function to the Project Director, Head of Projects and Project Management teams.

General Activities:
To understand both company and project management procedures and processes and operate them to the required standard. Examples of these are:

- Collating and distributing invitation to tender documentation (ITT). This is under the direction of a Project Manager and or either a Commercial Manager. Ensuring all Forms of Enquiry are signed and returned and filled in the appropriate project folder on the central drive. These are crossed referenced when a sub-contractor order is raised.
- Collating and filing all costs for a project inclusive of sub-contractor quotations, collating and uploading the information into a Project Coat model document, chasing for management approval, making necessary adjustments, arranging and attending sign off meetings. Issuing all order acknowledgements to our customers.
- Raising all subcontractor purchase orders and ensuring that they comply with company terms and conditions. Challenging PM’s to ensure all issued PO’s are worded robustly and are commercially sound to avoid any future issues to the business. Scheduling all PO’s on to a matrix to ensure that they are tracked and paid within terms. This is to ensure WCS is recovered in respect of preferred suppliers or put on stop when issues or disputes arise.
- Arranging and attending monthly Project Reviews. Completing project finance cost plans in advance of these meetings. Challenging Project Managers on margin changes and variations to ensure that pre contract forecasts are maintained. Assisting the F&CSM with project accruals and margin reporting. Ensuring all variations are picked up and costs appropriately allocated. Compiling PM time sheets and cross referencing prelim allowances with actual resource expenditure.
- Assisting with financial completion of projects e.g. Issuing client practical completion forms, finalising sub-contractor final account statements. Identifying where margins accruals can be released and closing open purchase orders.
- Ensuring all client invoices are presented in line with company monthly finance deadlines / month end dates. Validating monthly revenue forecasts on a week by week basis and keeping the F& CSM updated with any significant changes. Making sure subcontractor invoices are paid in line with agreed terms and challenging any overspends.
- Work with the PM’s / HoP to maintain and update the Project Forecasts for both secured and unsecured revenues. Updating the sales pipeline schedule and reporting all updates back to the business on a regular basis. This information is key to the HoP Project MMM meeting.
- Maintaining both holiday & training team planners. This includes booking of all mandatory training courses for new starters thus ensuring compliance with QHSE requirements.
- Submitting, reporting and closing all team Hazard Reports.
- Assisting with the procurement process for all new suppliers and subcontractors requested by the team members. This includes liaising with the procurement team. Cross checking that all orders raised by the PM’s are with either an Imtech Inviron approved or preferred supplier.
- Ordering all IT equipment for the project team. This includes making sure all new starters have a laptop and mobile telephone on day one of their employment.
- Provide general PA/administrative support to the Head of Projects / Project Director, booking meetings, scheduling diary appointments, collating PQQ information, putting together PowerPoint presentations etc.
- Maintaining a close working relationship with the F&CS Managers and site Contract Supports ensuring constant updates are given regarding debt, OPO’s, billing and outstanding invoices. Being the point of contact within the team for all project related financial queries.
- Visiting various sites/offices as required assisting Project Managers in general project management duties. This is includes but is not limited to compiling CPP’s, ordering signage / PPE, amending project programmes, compiling H & S folders, producing meeting minutes, chasing outstanding orders etc.

**Benefits**
- Additional earnings available through overtime - if wanted
- 25 days annual leave plus Bank Holidays, plus option to purchase an additional 5 days leave every year
- Pension with matched contributions between 6-8%
- Life Assurance
- Private Medical Insurance Single Cover on completion of 12 month' service, with the opportunity to pay for additional cover for partner/dependants
- Flexible Benefits Scheme - including eye care voucher, store discounts for major retailers, salary sacrifice electric car vehicle lease scheme, personal IT equipment loans, impartial financial/s

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