Job Specification Job Role: Projects Administrator Location: Dartford Hours: Monday to Friday, 8am to 5pm Start Date: TBC Duration: Permanent Reporting Too: Barry Richards and Nicola Bilewicz Artic Building Services Ltd is an established and recognised leader within the M&E and Facilities Management sector. Via our standards and reputation within this industry we have successfully attained a solid foundation of varied blue-chip clients both commercial and public Working as a key member of the team to support the delivery of Project Works undertaken within the department. Working alongside the Project Managers, you will be an integral part of the team, ensuring the main Project Software system Amtech is accurate and Directors have transparent departmental performance analysis. It is expected you will play an active role in ensuring the operational and financial aspects of the contract are administered correctly, with zero risk to Artic Building Services Limited (ABSL). Skills Required: · Experience with HVAC Projects related Environment · Expected standard of GSCE and Higher Level Qualifications · Ability to deal with people across a broad spectrum of skills and levels. · Ability to understand and communicate basic mechanical concepts. · Advanced organisational and time management skills. · A high level of drive and energy. · Pro-active and Self- Motivated. · Familiar with Project Management and Estimating systems. · Ability to multitask and prioritise Job Duties: · Using the company’s CRM system – Pipedrive and Amtech ensure all project related Opportunities are followed up and tender information kept up to date and inputted or closed out in a timely and accurate manner. · Tracking of incoming enquiries and ensuring, by supporting the Estimating Manager, that tenders are Issued on time, to standard, within agreed overhead and profit expectations, and are signed off by the appropriate Finance and Departmental Directors · Strictly apply the requirements of the ABSL Projects “Tender Process Map” at all times, escalating to management any queries or failures and supporting with preparation of bids where required. · Ensure at inception of any accepted Project ensure the company Project “Handover and Mobilisation checklist” is completed to the required standard. · Support the Managers in the day to day management of the project as deemed required. · Coordinate all Work in Progress (WIP) e nsuring all financial information is managed and up-to-date and tracked with budget/tender allowances, commitments and deviations highlighted and managed. Liaising closely with the Finance team. · Ensure that necessary interface information between clients, sub-contractors and other departments is provided in a timely manner as per the manager’s requirements. · Assisting with Contract Administration, including Early Warning Notices and Comprehensive items as per the manager’s requirements. · Raising Purchase orders in a timely manner to the authorised by the Project Manager. · Validate and update Amtech software including estimates in progress, revisions and dates · Chasing and Logging of timesheets and expenses for the projects department · General internal support for each manager and their specific jobs · Provide accurate reporting of cost and value on the project(s) in line with the Company’s reporting process. · Support with all Health and Safety issues e.g RAMS. · General day to day admin support to entire department including raising estimates, raising jobs, filing, setting up folders, invoices, applications, Risk assessment and method statements, requesting, starting covering letters and answering the phone Health and Safety: As a member of the team, you will be required to fulfil our legal duty to take reasonable care for the health and safety of yourself and others who may be affected by your actions, and to follow all guidance and instructions given in this respect. The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post. Job descriptions should be regularly reviewed to ensure they are an accurate representation of the post.