Project Coordinator And Administrator

RJ International Limited; Tadcaster, Brighton; On-site; GBP 28,000 - 38,000; Full time

Job summary

RJI (RJ International) is seeking a Project Coordinator and Administrator to support our energy infrastructure projects in West Yorkshire. You will ensure documents are checked, filed correctly and compliance submissions tracked and delivered on time, while supporting engineers and project managers with routine coordination tasks.

You will work closely with our project managers and electrical engineers, taking routine coordination and administration off them so they can focus on technical and

Qualifications

• Proven experience in an administration, document control or project coordination role.
• Exceptional attention to detail, with a track record of checking documents thoroughly and catching errors before they leave the business.
• A highly disciplined approach to filing, record keeping and maintaining registers.
• Confident, hands on user of CRM systems, including keeping records clean and producing reports.
• Strong Microsoft 365 skills (Excel, Outlook, SharePoint and Teams) and clear, professional written communication.
• Well organised, able to manage several deadlines at once, with the right to work in the UK.

Responsibilities

• Check contractor and supplier documents (reports, drawings, test certificates, method statements, compliance evidence and handover packs) for completeness, correct revision, consistency and compliance with project requirements.
• Maintain document registers, RFI logs and transmittal records, and chase outstanding documents to close out.
• File all project records accurately in SharePoint, Fieldwire and Aconex, following RJI's folder structures and naming conventions.
• Assemble and archive close out and handover packs, and proofread and format RJI reports, letters and submissions.
• Maintain the compliance submission tracker across NGET, NESO, DNO and IDNO workstreams, with an owner and due date for every item.
• Collate, check and upload compliance evidence and data submissions to network operator portals, working to the direction of RJI's engineers.
• Organise and minute compliance calls with network operators and contractors, and follow up actions to close.
• Administer RJI's in house CRM system, keeping client, contact, project and connection records accurate and the business development pipeline current.
• Produce regular reports from the CRM and project trackers, and issue, track and close out tasks in Fieldwire.
• Own data quality across our systems, identifying and fixing duplicates, gaps and errors.
• Schedule meetings, prepare agendas, take minutes and maintain action trackers.
• Support monthly client reports by gathering inputs and checking figures against source records.
• Coordinate site visit logistics, support supplier onboarding and purchase orders, and provide general office administration.

Skills

Document control

Project coordination

CRM systems

Microsoft 365

Attention to detail

Filing & records

Tools

SharePoint

Fieldwire

Aconex

Job description

About RJI

RJI (RJ International) is an independent energy infrastructure advisory based in West Yorkshire. We act as Owner's Engineer, Employer's Agent and NEC Project Manager on battery energy storage (BESS) and generation projects across Great Britain, providing contract administration, commercial management, document control and grid compliance management for asset owners, developers and funds.

A core part of our work is managing grid connection compliance for projects connecting to the transmission and distribution networks. The team works closely with National Grid Electricity Transmission (NGET), the National Energy System Operator (NESO), Distribution Network Operators (DNOs) and Independent Distribution Network Operators (IDNOs), alongside the contractors and equipment suppliers delivering each site.

We are a small, close team, so everyone's work is visible and matters. Accuracy and good records are central to how we protect our clients.

Purpose of the role

The Project Coordinator and Administrator keeps the administrative and coordination backbone of our projects running. The role makes sure that documents are checked and correct before they go out, that every record is filed where it should be, that compliance submissions are tracked and delivered on time, and that our CRM and project systems are accurate and up to date.

You will work alongside our project managers and electrical engineers, taking routine coordination and administration off them so they can focus on technical and commercial delivery.

Key responsibilities

Document checking and control

• Check contractor and supplier documents (reports, drawings, test certificates, method statements, compliance evidence and handover packs) for completeness, correct revision, consistency and compliance with project requirements.


• Maintain document registers, RFI logs and transmittal records, and chase outstanding documents to close out.


• File all project records accurately in SharePoint, Fieldwire and Aconex, following RJI's folder structures and naming conventions.


• Assemble and archive close out and handover packs, and proofread and format RJI reports, letters and submissions.

Grid connection and compliance coordination

• Maintain the compliance submission tracker across NGET, NESO, DNO and IDNO workstreams, with an owner and due date for every item.


• Collate, check and upload compliance evidence and data submissions to network operator portals, working to the direction of RJI's engineers.


• Flag approaching deadlines, gaps and blockers early, and support the safety coordinator and site authorisation process.


• Organise and minute compliance calls with network operators and contractors, and follow up actions to close.

CRM and project systems

• Administer RJI's in house CRM system, keeping client, contact, project and connection records accurate and the business development pipeline current.


• Produce regular reports from the CRM and project trackers, and issue, track and close out tasks in Fieldwire.


• Own data quality across our systems, identifying and fixing duplicates, gaps and errors.

Project coordination and administration

• Schedule meetings, prepare agendas, take minutes and maintain action trackers.


• Support monthly client reports by gathering inputs and checking figures against source records.


• Coordinate site visit logistics, support supplier onboarding and purchase orders, and provide general office administration.

Person specification

Essential

• Proven experience in an administration, document control or project coordination role.


• Exceptional attention to detail, with a track record of checking documents thoroughly and catching errors before they leave the business.


• A highly disciplined approach to filing, record keeping and maintaining registers.


• Confident, hands on user of CRM systems, including keeping records clean and producing reports.


• Strong Microsoft 365 skills (Excel, Outlook, SharePoint and Teams) and clear, professional written communication.


• Well organised, able to manage several deadlines at once, with the right to work in the UK.

Desirable

• Familiarity with DNOs, IDNOs, NESO or NGET, especially on the compliance side (for example Grid Code or G99 compliance processes, connection applications or network operator portals).


• Experience in the energy, utilities or construction sector, and with Fieldwire, Aconex or a similar platform.


• Awareness of NEC contracts, or a qualification in a technical, scientific or business discipline.


• Full UK driving licence, for occasional site visits.

Personal qualities

You will be thorough, methodical and proactive, with high personal standards. You will be reliable and discreet with confidential information, and comfortable working with engineers, contractors and clients