Project Assistant

Jacopa Limited; Aylesford; On-site; GBP 35,000 - 45,000; Full time

Job summary

A leading engineering firm in Aylesford is seeking a Project Coordinator to oversee the technical and commercial aspects of various projects. The role involves maintaining customer relationships, ensuring compliance with project schedules, and submitting applications for payment. Ideal candidates will have an engineering background and experience in project management. Proficiency in MS Office and communication skills are essential. This role may require travel throughout the UK.

Qualifications

• Relevant experience in engineering or project management.
• Understanding of NEC, I Chem E conditions of contract.
• Ability to read and interpret industry-related documents.

Responsibilities

• Coordinate technical and commercial aspects of projects.
• Maintain contact with customers regarding project progress.
• Ensure timely submission of applications for payment.

Skills

Project Coordination

Communication Skills

Problem Solving

Mathematical Skills

Computer Skills

Knowledge of Water Industry

Education

HNC or higher in Engineering disciplines

Tools

MS Office Programs

IFS database

Job description

SUMMARY

Responsible for coordinating the technical and commercial aspects of a number of capital and/or maintenance Projects. Will serve as the main project contact for customers and other departments, and will ensure that contract requirements are scheduled and successfully completed.

Completes assigned activities under general direction and supervision of the Operations Manager in compliance with the business management system.

ESSENTIAL GENERIC DUTIES AND RESPONSIBILITIES

1. Reviewing all applicable job data, including POs, project plans, specifications, and providing comments when applicable.
2. Coordinating with other departments and Project team to meet scheduled task deadlines, maintain schedule for purchasing, fabrication, construction, inspection, start-up, etc., and prioritizing staff workload to meet goals; assigning warranty items to engineering staff.
3. Assisting in project review meetings, focusing on scope of supply, cost, construction, and project scheduling.
4. Advising Operations Manager of project status while adhering to all appropriate policies and established safety procedures.
5. Report any variations to Operations Manager, including costs and problems which may change the forecast delivery, profitability, warranty etc of such contracts.
6. Communicating promptly with customer on project schedule and any issues relating to that contract.
7. Oversee the timely submission of all applications for payment, invoices, approve on submission, support debt collection, and related bank guarantee submission and collection.
8. Work to the Company’s health and safety, quality and environmental management systems and complying with all guidance's, procedures & processes
9. Ensure that Projects ITPs and / or Quality Plans are produced as contractually required or considered necessary to manage specific risks.
10. Performs all work in accordance with established safety procedures.
11. Input into proposals and design as required.
12. Other duties may be assigned as required.

LOCAL DUTIES AND RESPONSIBILITIES

1. To receive the order from the Proposals Engineer and attend a Hand-Over Meeting, if necessary and become familiar with all requirements of the contract.
2. Set up schedules for the timely submission and completion of all drawings, technical data, manufacturing and installation schedules, as agreed with the customer.
3. Oversee the progress on the contract by holding regular in-house meetings or discussions with the departments concerned.
4. Maintain contact with the customer, advising of progress, responding to correspondence and any queries relating to that contract. This may involve site meetings.
5. Assist with obtaining quotations from suppliers and subsequent purchase of out sourced items. Assist with the inspections and quality control of supplier goods.
6. Attend contractual meetings with the customer as necessary, with the support of Operations Manager as required.
7. Maintain an effective system of contract management following correct in-house procedures.
8. Assist and help the Service Engineer to coordinate the installation and commissioning teams for responsible projects.
9. Oversee the timely submission of all invoices, approve on submission, debt collection, and related bank guarantee submission and collection.
10. Monitor any variation to the contract supply, terms and conditions, and ensure that all variations are reflected in the increased contract value and profitability.
11. Monitor the warranty period and minimize the amount of warranty claims.
12. Report any recurring warranty problems and where necessary produce reports for submission to the Technical department.

LEADERSHIP/SUPERVISORY RESPONSIBILITIES

Maintain leadership position over responsible Projects and work with other company departments and supply chain partners ensuring professional delivery of Projects.

EDUCATION, TRAINING AND EXPERIENCE

HNC or higher in Engineering disciplines an advantage.

Related work experience gained in an engineering, project management or facilities management environment.

Related work experience in designing and delivering EPC (Engineering, Procurement, Construction) contracts.

Knowledge of conditions of contract particularly NEC, I Chem E.

COMMUNICATION SKILLS

Ability to read, analyse, and interpret industry related documents.

Ability to respond effectively to technical and commercial issues (with support).

Ability to organize and prepare various reports.

Ability to communicate verbally and in writing in a professional way to staff, suppliers and customers.

INDEPENDENT JUDGMENT, DECISION MAKING & PROBLEM SOLVING

Ability to raise concerns in difficult circumstances, and report to Operations Manager to make decisions.

OTHER SKILLS AND ABILITIES

• Computer Skills: Proficiency in Word, Excel, Project and other MS Office programs. Use of IFS database.
• Mathematical Skills: Ability to apply advanced mathematical equations to a variety of complex, non-standard situations.
• Travel: Travel throughout the UK may be required to fulfil the role. Many offices and sites are not near public transport, so driving required at times.
• Good English language skills
• Ability to read and understand specification, fabrication, erection, and standard engineering drawings an advantage.
• Knowledge of the water industry an advantage.
• Ability to work within a small multi-disciplined team.
• CAD experience advantageous but not essential.
• Knowledge and understanding of Commercial Terms & Conditions and Contract law an advantage.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Training will be provided.