Jobs Description

  • Projects Assistant
  • September 9, 2019
  • September 9, 2019
  • September 9, 2019

Responsible to: Projects Manager

Responsible for: Support of Projects manager to deliver projects on time and on budget

Main Purpose: Assisting the smooth running of projects, including supporting the installations diary, all elements of quality control and safety, and the administration of all budgets and staffing associated with the projects, including sub-contractors,

Key Tasks:

Projects

  • Attend project meetings with key stakeholders in the business prior to quotation, to assess the viability of the project and key elements that need to addressed to deliver the project works.
  • Liaise with site agents and project managers on site, ensuring effective communication and good working relationships.
  • Deputise for pre-start meetings where required, relaying all information to the sales rep and updating order acknowledgments to include all pre-site visit info as required (access etc).
  • Work within pre-defined budgets for labour (inc. Travel and accommodation) manage the project within these pre-defined budgets notifying the business where these are not going to be met and why.
  • Liaise with site agents to ensure timely receipt of materials on site, prompt access to rooms and floor sign off within agreed timescales.
  • Critically review snagging for Chargeable/non-chargeable issues. Providing feedback to individuals should poor workmanship arise, raising reports where necessary.
  • Administrate outputs of site meetings and surveys logging details and maintaining schedules of works in line with handover dates.

Installation Teams

  • Interact with fitters on a daily basis, producing a daily work output sheet.
  • Assist fitters with problems that arise on site, feedback
  • Escalate issues if they can’t be overcome when on site.
  • Ensure timely arrival and departure on site for works.
  • Assign works ensuring worksheets and all relevant paperwork are issued and returned in a timely manner.
  • Monitor fitters to ensure timely arrival and departure on jobs.
  • Populate spreadsheets to enable the business to review projects at regular intervals.
  • maintain records for all Sub-contractors have the appropriate certificates and insurances regularly throughout the year.

Admin

  • Monitor works scheduled into the diary.
  • Customer contact to be maintained updating diary/procurement/sales rep where programme changes are seen.
  • Action outputs of paperwork returned in a timely manner and is to the company expected standards. All measures are clearly defined and clearly annotated.
  • Ensure all jobs have a risk assessment carried out, with the appropriate records retained.
  • Monitoring and support for fitters having up to date certifications before entering site (SSSTS, CSCS, Asbestos Certification etc.).
  • Pre-approve overtime and submit overtime sheet to finance on a timely basis in agreement with Projects Manager and pre-defined budgets.
  • Ensure all accommodation for the installation team and sub-contractors are booked in the most cost-effective way.
  • Maintain global and individual Project plans and work projection charts.
  • Iauditor reporting of issues/snags to feedback to client.

Collaboration

  • Attend daily and weekly meetings with the Projects Manager to update on project data, current issues and AOB.
  • Work closely with all departments to maintain and deliver project works.

Carry out any other duties as may be reasonably required from time to time by the company.

Requirements

  • Proven work experience in similar field
  • An ability to prepare and interpret flowcharts, schedules and step-by-step action plans
  • Solid organisational skills, including multitasking and time-management
  • Strong client-facing and teamwork skills
  • Familiarity with risk management and quality assurance control
  • Strong working knowledge of Microsoft Project and Microsoft Planner

Carry out any other duties as may be reasonably required from time to time by the company.