Project Administrator

6 months ago

Didcot, United Kingdom Design Integration Full time

**Job DescriptionPosition : Project Administrator**

**Term: 12 months temporary contract**

**Reporting to : Project Delivery Supervisor**

**Location : Didcot Office**
- Primary Scope and Purpose of Role
Design Integration Project Administrators are the driving force behind our project delivery. Working as part of a team of three, alongside a Project Manager and a Project Engineer, you are the person responsible to keep all tasks on track and anticipate, and prevent, any issues that may arise before they occur.
The aim of the role is to facilitate the administration of the Project team, with a particular reference to the logístical element of the team and the deployment of our projects.
In this proactive role, you will take the lead on the oversight of managing tasks to ensure that they are actioned in accordance with the project timeline and where required liaising with teams to resolve any delays. In addition, as project timelines develop/change it is the responsibility of the Project Administrator to update the tasks to reflect the new programme and where required (in particular where dates are moved forwards) liaise with the relevant departments to flag changes.

**Responsibilities**:
Typically, the duties of the Project Assistant will include:
Project Support
Garner a deep understanding of the jobs your team is assigned to, where required, be proactive in seeking out information to fill missing information.
Where required, attend project handovers to understand the scope and timelines of the upcoming projects.
Take ownership of the monitoring of tasks. Follow up late tasks and understand the impact that these will potentially have. Where possible, adjust dates to bring the project back on course. Where these delays have unavoidable site/project implications, liaise with the Project Engineer/Manager respectively to inform and mitigate the impact.
Maintain strong relationships with department leads though regular touch points in order to evaluate any upcoming challenges in completing all tasks.
Lead the update of tasks as a reaction to feedback from the Project Engineer or Project Manager ensure impacted teams are informed and consulted on the change.
Receive and action any requests from site, usually in the form of equipment, resource or documentation. Create tasks and assign/schedule to achieve the request.
Understand the Implications if equipment is received late and provide support to resolve.
Ensure key data on the Project card is correct, such as, Ship to Addresses, Project Manager, Milestone values/PO Values equate etc.
Gather requests for resource from your Project Manager/Project Engineer and feed these into the Project Supervisor to facilitate.
Provide ad hoc support as required by the project managers to assist with the smooth delivery of projects.
Close all Teams boards, ensuring that all tasks are completed and assigned.
Identify, anticipate and implement the logístical elements of the delivery of projects assigned to your team. Typically, but not limited to:
Monitor engineering schedules and ensure that all logístical elements are in place to facilitate.
Lead on client liaison to ensure that all logístical requirements such as booking installations, room access, parking etc. are all facilitated.
Ascertain additional logístical needs such as travel, hotels, parking etc. and work with our operations team to ensure all requirements are met.
Ensure that all requests for shipments and internal picks are received, processed and sent to the Warehouse in an appropriate timeframe.
Ensure that where equipment/rubbish is being returned to the Warehouse that the Warehouse is informed, and the correct documentation (namely Sales Return Order) is in place and accurate.
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.
Compile paperwork and information for all shipments, including commercial invoices, HS and Country of Origin codes, CE certificates etc. as required,
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.
In addition to the practical responsibilities above the Project Manager will also be required to uphold the following ethics:
To be an enthusiastic team player capable of meeting deadlines and going the extra mile to ensure timely project completions.
To have/maintain strong knowledge of key manufacturer products and services.
To ensure that company policies and those of our client/s are complied with at all times.
To act in a professional and courteous manner to customers, suppliers and colleagues at all times.
To ensure that personal appearance and any allocated s

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