Project Administrator

With a focus on operational technology and digital transformation, Capula, part of the Dalkia EDF Group, has been a leader in advanced system integration for decades; optimising efficiency & delivering performance on a massive scale. But with continuous innovation at the heart of our business, we’ve always got our sights set on the future. We work in some of the most highly regulated and challenging industrial environments, and have delivered critical projects across energy, water, renewables and manufacturing.

**Summary of Role**:
To provide administrative support to our project and service delivery teams. You will report directly to the Business/Operations Manager but you’ll be working closely with project managers and engineers to support them in the delivery of their contracts. Your key responsibilities are outlined in the Role Description below. You will be required to manage your own time and prioritise your work effectively to ensure these tasks are carried out consistently, with a high degree of accuracy and in a timely fashion.

**Role Description**:

- **Order Bookings** - Checking and booking orders for new work
- **Invoicing** - Creating and submitting Authorisation For Payment (AFP) and Authorisation To Invoice (ATI) forms
- **Folder Management** - Setting up new folders on our file server and on SharePoint, maintaining the folder structure in line with our standards, maintaining folder and file names in line with our naming conventions, ensuring key documents are stored in the correct folders, maintaining the Issued folder with documentation and data that is formally exchanged with customers and suppliers, archiving of folders for completed contracts
- **Client Reports** - Ensuring client reports are generated in accordance with the reporting schedule, checking and submitting reports to the client
- **Customer Satisfaction **- Liaising with customers to request feedback, filing completed feedback forms on our file server, recording customer feedback within our customer satisfaction database, reporting feedback to the management team
- **Support Desk Administration **- Filing Site Visit Reports on our file server, ensuring Site Visit Reports are attached to the associated ticket within our Support Desk software tool, extracting any customer feedback from Site Visit Reports
- **Travel Arrangements **- booking hotels, car-hire, flights and trains etc.
- **Finance Reporting** - Supporting the project managers with the preparation of financial reports
- **Customer Training** - Responding to customers enquiries for training, liaising with the customer and our delivery team to schedule appropriate training, raising quotations for training, booking and invoicing orders, purchasing training materials, closing out the training on completion
- **General Administration **- submitting support rota payment claims, ensuring tools are in calibration, ensuring inductions are client-specific training is maintained and in date

**Essential Requirements**:

- Proficient in Microsoft Office tools (Word and Excel)
- Excellent organisation skills and attention to detail
- Strong verbal and written communication skills (must be able to communicate confidently with team members, senior management and clients)

**Personal Qualities**:

- Must be able to work under pressure, to strict deadlines, sometimes juggling multiple demands
- Willingness to learn and be pro-active
- Must be a good team player

**In return Capula offers the following benefits to permanent employees**
- 25 days holiday plus bank holidays
- Pension
- Life assurance policy
- Private health care
- Lifestyle screening
- Salary sacrifice programme
- Mental health assistance programme
- Cycle to work scheme
- Green car scheme
- Support in achieving professional status and professional memberships fees covered

**NOTE TO EMPLOYMENT AGENCIES**: WE ARE CURRENTLY WORKING WITH ONLY OUR PREFERRED SUPPLIERS.