Project Administrator

· To provide efficient administrative support and co-ordination to ensure the smooth running of processes from quote/tender enquiry to handover to Projects

Aims and Objectives:

· To improve the efficiency of the business development processes

· Support the Operations and Design Teams.

· To focus on the expected team behaviours for achieving significant results and outcomes for the business, helping DALKIA UK to maintain our reputation with our customers.

Key Responsibilities and Accountabilities:

· Create new contract notifications and notify safety team

· Arrange Contract Review meetings

· Collect and Collate Monthly Folders for Contract Reviews

· Produce Technical Submittals for the various projects and upload to the project software platforms

· Monitor Project Software platforms and issue responses to relevant project team members

· Maintain job folder and file emails as appropriate

· Produce Requisitions for Project Teams

· Produce ITT Documents for processing with Procurement

· Cover Tender/PQQ Author duties when required

· Request Quotes from Suppliers when asked for by Project Team

· Preparation of reports

· Telephone customers for quote updates

· Answering the telephone and taking messages

· Typing of letters, emails and basic documents

· Photocopying, scanning

· Ensure annual leave is recorded correctly and update appropriate diaries for both Blue and White Collar

· Making travel arrangements

· Liaise with other departments to help solve customer queries

· Cover Tender/PQQ support duties when required

Health & Safety:

· All employees are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy.

Working Relationships:

Internal

· Interface with Operation Manger / Business Development Managers, Project Department and Procurement Department

External

· Interface with Clients, Suppliers and Sub-contractors

Essential

· Previous administration experience

· A working knowledge of Microsoft Office especially Excel, Word and Outlook

· A keen eye for detail with excellent numeracy, customer service and people skills.

· Great organisation and time management skills

Desirable

· Knowledge of building services drawing platforms (Although Training can be provided)

· Working within a Administration role

Competencies:

The core support team competency framework for the position are:

· Teamwork - actively contributes to the team and strives to improve teams' effectiveness through personal commitment.

· Planning, Organising & Executing - able to understand the priorities, plan and organise the work and manage own time to deliver within the expected timescales.

· Communication - communicates clearly and concisely, impressing others and ensuring understanding of all relevant information in all circumstances.

· Commercial Awareness - understands the importance for managing costs and expense, applying the necessary controls.

· Risk Management - is aware on the impact on risk to the business and applies the necessary controls.

· Adaptability - is responsive and open to changing circumstance.

· Drive for Excellence - aims to deliver a high standard of work.

· Self-Motivation and Development- is confident in own ability and is motivated to deliver, using opportunities to further develop.

· Customer Awareness - responsive to the needs of the customer and aims to deliver customer satisfaction.,

• GCSE or equivalent (preferred)


Experience:

• Customer service: 1 year (preferred)


• Administrative experience: 1 year (preferred)


Language:

• English (preferred)


Licence/Certification:

• Driving Licence (required)