Project Admin

2 weeks ago

Telford, United Kingdom Skratch Full time

**Responsibilities**:

- Assist Project Managers with all administrative tasks relating to projects, by providing assistance with planning and project arrangements
- Be commercially aware in all aspect of the role
- Support Sales and Project Managers with raising customer quotes
- Visual quote management, conducting weekly pipeline report for Past Due Quotes - shared with PM's for update and actions
- Regularly update the Forecasting Tracker - using updated Pipeline & Backlog report from Visual
- Working closely with the Project Manager, complete reviews of a Customers ticket reporting system and action tasks accordingly
- Arrange and manage project kick off and PIR meetings, ensuring CIP actions are taken and implemented
- Resource scheduling
- Regular checks on scheduled jobs to ensure relevant RAMS are attached
- Ensure all scheduled jobs are completed and closed down by engineers
- Create project specific audits
- Ensure all audits are completed to a high standard and capture the relevant information, feeding back issues to Project Managers
- Fleet allocation for scheduled jobs
- Support with fleet tasks and organising fuel cards
- Review and manage timesheets, sending a weekly report to Business Support Manager
- Working with Project Managers, to complete project P&L’s
- Minute taking of internal and external meetings, where required Book accommodation for staff members working away on site
- Manage incoming calls

**HEALTH & SAFETY RESPONSIBILITIES**:
You are responsible for ensuring that you and any staff or sub-contractors under your management or control work safely and comply with all current and relevant health and safety and environmental legislation including the Railway Group and Company Standards

You are responsible for ensuring that you and your staff and sub-contractors under your management or control assess and control risks and plan and implement safe methods of working and are competent to carry out the task.

You are responsible for ensuring the safety of passengers, the general public and the environment is not affected by the activities of you, your staff and contractors under your control.

You must ensure that accidents, incidents or near misses to you or staff under your control are reported to your Manager, and that the accident book is filled in promptly.

You must ensure you and any staff under your management participate in the company cascade safety briefings.

**Experience, Education, & License Requirements**:

- Business admin training / qualification
- GDPR
- Working knowledge of ERP & CRM systems such as Big Change/SAP/Microsoft Dynamics AX/Visual/JD Edwards.

**Skills & Abilities**:

- Good at negotiating and can demonstrate the ability to know how.
- Organization and planning skills
- Project time management
- Proven focus on internal and external customer satisfaction
- Ability to work as part of a diverse team.
- Strong MS Office Suite (Excel, Word, Power Point, MS Project
- Excellent verbal and written communication skills

**Competencies**:

- Indirect leadership
- Problem solving
- Teamwork/Facilitates Collaboration
- Risk management
- Communication
- Customer Focus
- Integrity & Trust
- Continuous Improvement
- Adaptability/Flexibility
- Accountability/Work Ethic
- Accountability/Drive for Results

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