Project Co-Ordinator

5 hours ago

High Wycombe, United Kingdom Optima Systems Full time

We have an exciting opportunity for a Maintenance Project Co-Ordinator to join our Optima Special Works team.


The Maintenance Project Co-Ordinator is a new role and will be responsible for organising and managing post installation maintenance projects. You will work alongside the Design, Contracts and Commercial teams with the coordination of project activities to help ensure projects are run in a smooth, timely and cost- effective manner.


The Maintenance Project Co-Ordinator will be responsible for the day-to-day management of suppliers and sub-contractors and ensuring that materials and site requirements are ordered correctly and delivered on time, in full, and any problems arising are communicated and resolved efficiently.


You will join on a full-time, permanent basis and in return, you will receive a competitive salary, alongside the opportunity to work in a well-established, successful and friendly company.


RESPONSIBILITIES INCLUDE:

  • Responsible for all project maintenance enquiries by telephone and emails, keeping track of enquiries and updating company databases.
  • Follow up with clients post installation, to ensure that maintenance contracts are in place and enquire whether they wish to place orders in a timely manner.
  • Price all maintenance works and issue to clients, including building up the price.
  • Send out enquiries for materials and sub-contract items.
  • Receive and evaluate prices for materials and sub-contractors.
  • Attend sales meetings as required to provide an update on current status.
  • Set up contract files.
  • Produce method statements, COSHH and risk assessments as per Health and Safety Plan.
  • Place sub-contract orders.
  • Order plant and materials, ensure that products are ordered timely and efficiently.
  • Set up Health and Safety site files.
  • Issue a maintenance report to the client upon completion of the works.
  • Management of online portals, review and maintain the accuracy of all records.
  • Ensure ongoing maintenance contracts are renewed once complete.
  • Prepare all sub-contract payment schedules for approval
  • Prepare all sub-contract orders.
  • Monitor invoicing in respect of month on month WIP forecast for projects.
  • Attend financial meetings for each project and prepare initial CVR and budget constraints data.
  • Ensure that the projects have a successful financial outcome.


The ideal candidate will need to be tenacious, able to quickly establish working relationships with a variety of people and thrive in a varied and fast paced environment.


Experience working in a similar role and/or industry with exposure to office or facilities management would be beneficial.


Proficiency in Microsoft Packages (Outlook, Excel, Word, PowerPoint) and experience of using databases and creating reports is required.


It is preferable for candidates to live within a commutable distance to our head office in High Wycombe, flexible working will be considered for the right candidate. Hours: Monday to Friday 8.30am – 5.30pm (40 hours per week).


Our benefits include 25 days holiday (that increase with long service), access to private medical cover*, pension contribution*, cycle to work scheme*, access to employee assistance programme with excellent wellbeing benefits.


If you are interested in applying, please send a CV and a covering letter stating why you want to work for us to hr@optimasystems.com



*subject to qualifying periods

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