Project Administrator

Job Description

An opportunity has arisen for administration support for the HVACR Department within the Cooling Technologies Division with primary duties to provide administrative support to the Contracting department, supporting the Project Managers and Proposals Managers.The successful candidate will be required to work 36.25 hours per week between the hours of 08:45 to 17:00 Monday to Friday.Primary duties include:

• - To process contract management forms in accordance with Integrals compliance procedures specifically the Contract Approval Request, Tender Approval Forms and Sub-Contract procurement processes.
• - Liaise with Project Managers on a day to day basis in relation to delivery and installation of projects.
• - Take responsibility for raising purchase orders and Sub-Contract agreements and issue accordingly.
• - Take responsibility for raising sales invoices and applications to customers upon completion of works.
• - Liaise directly with suppliers and sub-contractors in relation to deliveries and installations.
• - Produce O&M manuals, H&S manuals, site files and assist with the handover process as required.
• - Update and maintain Enquiry Log and Contract Tracker documents on a daily basis.
• - Book hotels for engineers and Projects Managers and process engineers & Project Managers / Proposals Managers timesheets on a weekly basis.
• - Maintain contract files for each project and ensure drawings, designs, quotations etc are correctly filed and archived. Carry out checks on the configuration management of the project files in line with the QSHE procedures and processes.
• - Carry out head office administration tasks as required and day to day functions as requested by your line manager.
• - Process credit notes.
• - Project financial reporting in line with Project Managers weekly project reports, also collation of monthly customer profitability reports and margin deviation.
• - Management reports for senior management team.

Purchasing:Assist Purchasing Manager with administrative roles, including:

• Assist with New Suppliers questionnaires before being sent to Integral Procurement.
• Complete tasks assigned by Project Manager
• Order parts for Contracts sites, check amount in cost codes before placing orders. Arrange deliveries to sites

Contracts Administration:Assist the Contracts Department with administrative roles, including:

• Process invoices and credit notes
• Send Weekly ERP Project Cost Reports to Project Managers, help to resolve queries
• Input timesheets onto Integral ERP system on a weekly basis
• Compile Operation and Maintenance Manuals for Contracts Sites
• Maintain Contracts Warranty Spread sheet. Ensure parts are returned to suppliers and credit notes are received back
• Tracking reports for hire equipment
• Retentions ledger - log down project retention and ensure Project Managers are made aware of due dates for first year defects and retention invoice dates

Other:

• Answer company phone calls
• Take minutes of meetings
• Liaise with suppliers for Integral held equipment calibration
• Keep a log of location of Integral held equipment inclusive or training records and certification for tooling i.e. calibration certs / PAT test etc.
• Do final read-overs and tidy of up Sales Tenders
• Binding, PDFs and sending of Sales Tenders
• Hire and off-hire equipment for contracts team members as requested
• Make travel arrangements for contracts team and some external staff as requested and deal with invoices for this travel.
• Be available and flexible to do a variant of other tasks outside those above when requested

About you:

• Excellent communication skills and ability to build relations with key personnel and clients
• Ability to demonstrate a level of financial awareness and understanding of project works
• Excellent team working skills
• Knowledge of Microsoft office / project or similar and familiar with Adobe Acrobat or similar
• Experience of working within a project support role, HVACR industry experience desirable

About Integral & JLLWere Integral, part of JLL. Were a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral familyare the Largest mobile hard services provider in the UK.If youre looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, youll have a chance to innovate with the worlds leading businesses, put that expertise into action on landmark projects, and work on gamechanging facilities and maintenance initiatives. Youll also make long-lasting professional connections through sharing different perspectives, and youll be inspired by the best. Were focused on opportunity and want to help you make the most of yours. Achieveyour ambitions - join us at Integral and JLL!What you can expect from usYoull join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things.Join us to develop your strengths and enjoy a fulfilling career full of varied experiences.Keep those ambitions in sights and imagine where Integral and JLL can take you...