Due to continued growth and the success of new business Aspect Group Services are looking for Projects Coordinator for a fixed term contract but possibly leading to a permanent position.
Main Purpose of the Role
To provide project support and co-ordination to the Office and Operational contracts/ projects, as required, and to undertake the day to day administration and co-ordination for specific works contracts/ projects.
Ensure Supplier, Client and Customer excellence. Responsible for maintaining all relevant contract/ project records accurately and effectively and operational processes under our Quality Management System.
Scope & Responsibilities of the Role
- Provide administrational support to contracts/ project staff, managers and
- Produce Outlook/ Word/ Excel, etc. documents and file and maintain in electronic
- Manage, organise and update relevant data into systems, processes and applications. Use company systems and IT solutions.
- Arrange, and where necessary, attend as requested contract/ project progress meetings, team meetings, etc. Support and arrange welfare, refreshments and provide minute taking,
- General office duties, e.g. inbound/outbound post, filing, printing, photocopying
- Check and process delivery notes and invoice reconciliation, photocopy/scan all relevant information and distribute, as appropriate
- Assist in ensuring compliance with Health, Safety & Environmental policies and
- Have a sound understanding and appreciation of the works being carried out and able to translate this simply and effectively, whilst talking to customers/ colleagues
- Obtain all necessary pre-start property information from clients/customers, monitor information and record/ maintain on the overall Progress Trackers, ensuring the Progress Tracker is updated throughout Project Lifecycles with all relevant information, alongside all relevant KPI tracker’s and reporting
- Formulate and send out with necessary enclosures the introduction, customer information packs, survey appointment and start date letters, Updating customers and clients throughout Projects via letters, emails and telephone calls.
- Schedule/arrange survey appointments to meet output/ programme dependents
- Collate pre-works survey information, scan into contract/ project directories, forward to information to Commercial team for processing within agreed timescales
- Liaise with suppliers/ manufacturers, prepare and raise material orders/ requisitions as required to meet the programme
- Assemble customer job packs with agreed timescales with all necessary information including work forms, plans, survey worksheets, special requirements, quality checks, asbestos survey information, risk assessments/safe systems of work
- Ensure all relevant files/ documents/ Gas & Electrical certificates and correspondence are filed correctly within specific contract/ project directories, and forward to client/ customer, where required
- Collate post-works completion pack information, scan into contract/ project directory, forward information for commercial processing within agreed timescales
- Liaise contract/ project team for key information through the life of a contract/ project where necessary to ensure completeness, timely delivery and accuracy of information and programming, ensuring all procedures are followed
- Receive and respond to telephone and/ or email queries from clients, customers and other colleagues in a timely and efficient manner
- Collate customer satisfaction returns, assess and identify performance issues and feedback to management and Directors for further investigation
- Produce monthly KPI reports and supporting narrative as required within agreed timescales
- Prepare post construction H&S file information in contract/ project directories, prepare for issuing to Clients
- The post holder will be required to work flexibly and it may be necessary to assist other matters when required too or directed too reasonably by the Line
