Project Coordinator

OMEXOM; Scotland; On-site; GBP 26,000 - 34,000; Full time

Job summary

Omexom is seeking a Project Coordinator in the Substations business unit. The role supports projects through general office administration and project coordination, reporting to the Senior Project Manager, and coordinating with project teams and stakeholders.

You will help with work planning, timesheet input, payroll reporting, procurement admin, travel arrangements and document control, contributing to efficient project delivery and safety records.

Qualifications

• 2 years of administrative support experience in a busy office environment.
• Strong IT skills including Microsoft Office and the ability to learn new software quickly.
• Excellent organisational, communication and interpersonal skills with high accuracy.
• Able to work under pressure, be a team player and be self-motivated.
• Demonstrate initiative to learn new skills and tasks.

Responsibilities

• Provide general support to Project Managers and the Project Director.
• Act as a point of contact for business unit staff, contractors, customers and suppliers.
• Support work planning by compiling work packages for installation teams.
• Complete administration related to procurement, fleet and other duties.
• Prepare adhoc reports as required by Finance BP or Project Managers/Director.
• Collate and input timesheets weekly to a strict deadline.
• Prepare payroll reports for monthly allowances.
• Administer expense payments.
• Credit and fuel card administration and analysis.
• Take and update meeting minutes as required.
• Populate accounting system with timesheet data.
• Maintain records and files including near misses, safety audits and inspections.
• Coordinate travel arrangements for staff.

Skills

Organisation skills

Problem solving

Good communication

Critical thinking

Team player

Self-motivation

Time management

Collaboration

Tools

Microsoft Office

SAP purchasing

Job description

Job Title: Project Coordinator

Reporting to: Senior Project Manager

Business Unit: Substations

Role purpose

The Project Coordinator role will be to support projects by delivering general office administration and project coordination.

Responsibilities & Duties

Including but not limited to the following:

• Provide general support to Project Managers and Project Director.
• Act as a point of contact for business unit staff, contractors, customers and suppliers.
• Support the work planning process compiling work packages for issue to installation teams.
• Complete administration associated with procurement, fleet and other general duties.
• Completion of adhoc reports as required by the Finance Business Partner or Project Managers and Project Director
• Collation and input of timesheets on a weekly basis to a strict deadline
• Preparation of payroll reports for payment of monthly allowances
• Administration of expense payments
• Credit and Fuel card administration and analysis
• take/update meeting minutes as required.
• Populate accounting system with timesheet information
• Maintain records and file documents including:
  • Near misses, Positive Interventions, site Safety Audits and Inspections.
  • Goods Received Notes
  • Employee leave records
• Coordinate travel arrangements for staff members

Key interfaces

Relationships with key stakeholders:

• BUGM
• Finance Business Partner
• Project Managers
• Project teams
• Functional support teams

Person Specification

Qualifications and experience

The jobholder must be a motivated self-starter, possessing:

• A minimum of 2 years recent experience in providing administrative support within a busy office environment.
• Strong IT skills including use of the Microsoft Office package with the ability to quickly learn new skills and become familiar with new software packages.
• Excellent organisational, communication and interpersonal skills, able to relate to staff at all levels.
• A high level of accuracy and attention to detail is of the upmost importance
• Be able to work under pressure, be a team player and have a high level of self-motivation.
• Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.

Desirable:

• Relevant additional qualifications which will assist in ensuring high levels of performance.
• Evidence of recent administrative experience in a similar commercial / contracting / engineering / Health & Safety / technical organisation, familiarity with an electrical utility contracting environment will be an advantage.
• Previous experience of processing attendance timesheets.
• Previous administrative experience in compiling tender or procurement documentation and making travel bookings.
• Knowledge of SAP purchasing module

Competencies

Required skills, knowledge, and abilities:

• Organisation skills
• Problem solving skills
• Good communication skills
• Critical thinking
• Working well in a team
• Self-motivation
• Good time management
• Excellent collaboration and people skills

Values

In line with Omexom’s values, the jobholder must have the following qualities:

Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.

Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.

Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.

Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.