Team Assistant/Project Coordinator

JOB TITLE: ASSET PROJECT COORDINATOR

SUMMARY OF JOB PURPOSE

Provide project support for the Asset Delivery Teams. 

They will provide support and assistance to the teams, primarily through organisation, administration, document preparation and office management and basic project management duties.

RESPONSIBILITIES, ACTIVITIES & KEY DELIVERABLES

- Helping to organise their local office.
- Managing and maintaining diaries and appointments including arranging meetings and if necessary attend meetings to record the minutes.
- Carrying out reception duties, which could include incoming mail, phone calls, visitors.
- Organizing and maintaining filing systems.
- Raising sales & purchase orders in accordance with Finance and Procurement procedures.
- Ordering of Stationary through Procurement, taking charge of deliveries.
- Updating progress sheets and other management information.
- Assisting with staff scheduling, including leave and timesheets.
- Keeping and maintaining records as required by the department
- Producing documents including letters, quotations, lists, invoices and presentations from a variety of sources.
- Initiating and responding to correspondence within agreed authority limits.
- Creating and updating paper records.
- Maintaining any office equipment (printers & photocopiers) and reporting any faults
- Making travel and accommodation arrangements when necessary.
- Assisting with the raising and control of instructions and Vender PO's.
- Responsible for ensuring that the company databases are continually updated to reflect the current status of any given site share project and asset data
- Coordination of KEEP reporting
- Managing documents on the Livelink filing system
- Printing and filing drawings received from Vendors.
- Liaise with external customer in order to arrange, Inception Meetings, Pre-starts and Site Inspections and chase for approval of documentation in order to progress site specific projects.
- Dealing with daily queries as to costs incurred on a scheme.
- Assisting with ensuring that regional project closures are completed in a timely and effective manner.
- Assist in monitor progress of any open commitments on a project
- Assist in dealing with daily queries as to costs incurred on a project
- Assist in liaising with Procurement, Finance and Project Managers
- Coordinate HS Paperwork and approval between contractor, Project Manager and CDM-C where appropriate
- Manage handover information from contractor and obtain approval from customer and CSD where required
- Preparation of tenders and quotations utilising key supplier and regional QS support.
- Manages the Customers free issue equipment interface with the company and the supplier

REQUIRED QUALIFICATIONS/SKILLS  

- Computer literate - Must possess a working knowledge of MS Excel, MS Word and MS Outlook (to intermediate level).
- Previous experience in a similar administrative role is preferable but not essential.
- Previous experience within the Telecommunications industry is preferable but not essential.
- Good communication skills
- Good organisational Skills
- Thrive on team work