Project Support Officer/coordinator

3 weeks ago

Southampton, United Kingdom Faithful+Gould Full time

Line managed by the Senior Office manager, you will be supported and trained as required for the role. This role may be a great first step into our business for those individuals with future aspirations of more senior office support, marketing / client development or even developing into technical and professional roles, such as Project Management.

**Faithful+Gould are proud to be making a difference in our region and work providing professional property and construction consultancy in the following sectors**:

- Decentralised Energy / NetZero
- Education
- Public sector
- Commercial property
- Workspace
- Defence
- Ports and Marine
- Aviation
- Major infrastructure projects
- Manufacturing
- Utilities

Faithful+Gould are proud to be an inclusive employer and generate business strength through our culture of Equality, Diversity & Inclusion.

**Requirements**:

- Qualified to GCSE Level or equivalent
- Previous Project Support / administrative experience
- Excellent team player
- Attention to detail essential
- Good standard of education (English & Maths)
- Experienced user of MS Office, ideally Office 365
- Competent in the production of spreadsheets and PowerPoint
- Strong verbal and written communication skills
- Experience of InDesign desktop publishing, Power BI and Microsoft CRM desirable, but not essential

**Responsibilities**:

- Project Support duties as required by Building Surveying, Project Management, Cost Management and Health & Safety teams
- Providing professional design, development, and production of custom and standard marketing materials including proposals, pre-qualifications and presentations (supported by our Client Development Team)
- Marketing and proposal support to the local office and/or specific sectors / services as needed
- Developing and executing compelling written and visual content that promotes the company’s services
- Arrangement and support at hospitality and events
- Support to our WinWork forum, minuting and following up on actions and research as required
- Monthly invoicing and client time sheet reporting
- Supply Chain review and processing
- Ensuring all office equipment is in good working order and all employees are equipped with Equipment, PPE, stationery etc
- Liaise with suppliers, finance, internal support functions, local office & other staff as required
- Parking space management and issues for staff
- Meeting room equipment and hospitality
- Managing internal/external training requirements and bookings keeping the relevant systems updated
- General adhoc administration tasks including, archiving, printing, binding, post and franking, filing duties etc.
- Provide efficient and effective direct support to the Directors/Senior Managers
- Travel management and bookings
- Liaise with internal QSSE (Quality, Safety, Security and Environment) representatives to ensure is compliance with company standards and procedures
- Be a first aider and fire marshall for the office (training will be provided)
- Timesheet monitoring / management
- Supplier invoice tracking
- Typing / secretarial support

**Support the Senior Project Coordinator and Operational Manager in**:

- Leading the wellness / social forum, planning and executing a varied social calendar for the office
- Leading first aid and fire marshall duties for the office, ensuring adequate teams are in place for office compliance
- Managing staff data relating to admin processes including new starters inductions
- Undertaking the role of Safety Champion for the building including the monthly ‘health and safety’ walkaround as required
- Liaising with client and external training providers and processing purchase orders and invoices for external courses
- Leading the ‘Futures Forum’ in the management of data and compliance relating to Insight and Instore (project data, missing records, service plan and risk assessment completion and QA compliance),
- Oversee delivery of marketing and proposal support provided by Senior Office Manager
- Manage the data processing for CRM (Client Relationship Management), I-Gate (Project authorisation and job management), providing accurate live data on pipeline and compliance
- Management of supply chain assessment processing
- Liaise with internal QSSE (Quality, Safety, Security and Environment) representatives to ensure compliance with company standards and procedures
- Liaising with Facilities Management team and Landlord’s building management and security team
- Support House Leader in developing and updating Emergency Response Plans and Security Assessments
- Management of Monthly BAU Financial Data and processing - timesheets, timely invoicing, monitoring of unbilled provisions, overspends, monitoring debts. Working with office lead and financial controller to efficiently manage month end ‘flight path’
- Manage New Starter / Leaver processes (setting up with IT, new kit / returns etc)
- Managing the inception and completion of contractual agreements with suppl

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