Purpose of Role:
To support the efficient and timely delivery of projects for our client working in the Telecom industries. To contribute to the achievement of all company objectives by collaborating positively with other client functions. To strengthen the reputation of the business.
General Description of Job:
To ensure that all project support activities are completed on time, within budget and meet high quality standards. Responsibilities include:
1. Providing full project coordination support for all operational elements of projects.
2. Monitoring progress and preparing H&S documentation as directed.
3. Assisting team members to update reporting tool SiteTracker.
4. Attending and documenting review meetings.
5. Working with Managers to provide the correct data to support client reporting.
6. Arranging access to sites via client portals.
7. Creating and maintaining records including data sheets, project documentation and reports ensuring all data captured is accurate and meets specific requirements.
8. Filing commercial documents on Sharepoint, and updating Mitie Tools & Systems.
9. Reviewing procurement programme/schedules with the Project Manager and Senior QS, sending enquiries to suppliers or subcontractors.
10. Working closely with others in the procurement function to review opportunities for continuous business improvements.
11. Purchasing goods, materials or services in line with specified cost, quality and delivery targets.
12. Acting as an interface between suppliers and other relevant departments on purchasing processes and new projects.
13. Managing receipting of PO and ensuring all required documentation from suppliers is received prior to any receipting activity.
14. Ensuring billing is managed in line with customer contract and all evidence required for payment is submitted.
15. Completing Billing Request Form.
16. Performing other activities and duties as assigned by the project team.
Accountabilities/Responsibilities:
1. Monitoring and actioning emails, coordinating site activities, resources, equipment & information.
2. Requesting quotes from internal resources and suppliers and uploading to client's tools for approval.
3. Raising purchase orders for suppliers.
4. Creating and uploading RAMS.
5. Ensuring compliance with Health & Safety, the Environment and Quality standards.
6. Keeping all company tools and systems up to date.
7. Supporting and assisting in the scheduling of field staff in line with project SLA’s.
8. Attending and documenting review meetings.
9. Administering day-to-day changes within the programme via a formal change process.
10. Arranging site access and permits as required by the project.
11. Producing and issuing appropriate instructions to field representatives.
12. Prioritizing, coordinating and scheduling daily work and system updates.
13. Ensuring field engineers have the correct H&S documentation for site activities.
14. Providing input and feedback for process improvement and business opportunities.
15. Maintaining clear and concise records.
16. Raising and issuing POs to relevant suppliers/subcontractors in a timely manner.
17. Breaking down budgets for each site and adding to the management system (SiteTracker).
18. Monitoring labour, plant and material budgets and raising concerns with the QS.
19. Monitoring project milestones for billing events and ensuring correct billing submissions.
20. Raising quotes and/or invoices on SiteTracker/SAP.
This list is not exhaustive and the job holder will be expected to become involved in a range of activities to enable the Company to succeed.
Key Attributes:
* Commercially aware with a clear focus on high quality and cost control.
* IT literate and proficient in MS Office packages.
* Ability to efficiently plan and programme work.
* Ability to delegate and manage own workload effectively.
* Clear thinker and good decision maker, open and approachable.
* Calm under pressure, flexible and responsive.
* Meticulous attention to detail.
* Knowledgeable in H&S requirements of projects.
* Ability to identify and suggest process improvements.
* Ability to communicate accurately and confidently at all levels.
* Encourages others to achieve the highest standards.
* Maintains harmonious communication levels within areas of responsibility.
* Continues to develop knowledge of the telecommunications industry.
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