Projects Administrator - Part Time

Integral UK Ltd; Leicester; On-site; GBP 14,000 - 28,000; Part time

Job summary

Integral UK Ltd, a leading facilities services company, seeks a part-time Projects Administrator to support project management activities. The role involves administration, coordination tasks, and financial reporting assistance within a dynamic team environment. Candidates should possess GCSEs or equivalent, strong organisational skills, and previous project support experience.

Qualifications

• Experience in a Project Support role.
• Excellent management and organisational skills.
• Strong Microsoft skills, especially Word, Excel, and PowerPoint.

Responsibilities

• Provide administration support to Project Managers.
• Process contract management forms and purchase orders.
• Maintain project files and assist with financial reporting.

Skills

Communication

Teamwork

Organisational skills

Financial awareness

Education

GCSEs in Maths, English and ICT

Tools

Microsoft Office

Microsoft Project

Adobe Acrobat

Job description

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Main Duties And Responsibilities

Projects Administrator - Part Time (25 hours)

Main Duties And Responsibilities

Projects Administrator - Part Time (25 hours)

Salary - Up to £28,000 (pro rata)

• To provide administration and coordination support to the Project Managers and Design Engineers.
• To process contract management forms in accordance with Integral’s compliance procedures specifically the Contract Approval Request, Tender Approval Forms and Sub-Contract procurement processes.
• Liaise with Project Managers in relation to delivery and installation of projects.
• Take responsibility for raising purchase orders and Sub-Contract agreements and issue accordingly.
• Take responsibility for raising sales invoices and applications to customers upon completion of works.
• Liaise directly with suppliers and sub-contractors in relation to deliveries and installations.
• Produce O&M manuals, H&S manuals, site files and assist with the handover process as required.
• Update and maintain Enquiry Log and Contract Tracker documents on a daily basis.
• Book hotels for Engineers and Projects Managers and process Engineer’s & Project Managers / Design Engineers timesheets on a weekly basis.
• Maintain contract files for each project and ensure drawings, designs, quotations etc are correctly filed and archived. Carry out checks on the configuration management of the project files in line with the QSHE procedures and processes.
• Carry out head office administration tasks as required and day-to-day functions as requested by your line manager.
• Process credit notes.
• Project financial reporting in line with Project Managers weekly project reports, also collation of monthly customer profitability reports and margin deviation.
  
  

Small Works Team

Assist the Small Works Team with administrative roles, including:

• Process invoices and credit notes
• Send Weekly ERP Project Cost Reports to Project Managers, help to resolve queries
• Input timesheets onto Integral ERP system on a weekly basis
• Compile Operation and Maintenance Manuals for Small Works Sites
• Maintain Contracts Warranty Spread sheet. Ensure parts are returned to suppliers and credit notes are received back
• Tracking reports for hire equipment
  
  

Projects Team

Assist Projects Team / Project Manager with administrative roles, including:

• Assist with New Suppliers questionnaires before being sent to Integral Procurement.
• Complete tasks assigned by Project Manager
• Order parts for Projects sites, check amount in cost codes before placing orders. Arrange deliveries to sites
• Retentions ledger – log down project retention and ensure Project Managers are made aware of due dates for first year defects and retention invoice dates
  
  

Other

• Answer company phone calls
• Take minutes of meetings
• Liaise with suppliers for Integral held equipment calibration
• Keep a log of location of Integral held equipment inclusive or training records and certification for tooling i.e. calibration certs / PAT test etc.
• Hire and off-hire equipment for team members as requested
• Make travel arrangements for team members and some external staff as requested and deal with invoices for this travel.
• Be available and flexible to do a variant of other tasks outside those above when requested
  
  

Warranty Procedure

• Assist project managers with warranty control during warranty period.
• Ordering replacement components
  
  

About The Role

This is a full-time permanent position to provide administrative and coordination support to the Refrigeration Small Works / Projects department.

The successful candidate will be required to work 37.5 hours per week between the hours of 09:00 to 17:00 Monday to Friday.

Experience And Qualifications

• GCSE’s or equivalent in Maths, English and ICT
• Knowledge of Microsoft office / Microsoft Project or similar and familiar with Adobe Acrobat or similar.
• Experience of working in a Project Support role and / or Project Services / Installation business
• Good communication levels and ability to build relations with key personal and customers
• Excellent team working skills
• Financial awareness
• In-depth understanding of end-to-end project process and associated activities
• Proven track record of success
• Flexible and proactive with ability to work under their own initiative with a high degree of energy, assertiveness and creativity
• Excellent management skills and strong organisational capability
• Commitment to collaboration and teamwork
• Ability to work to tight deadlines, manage multiple projects and work under pressure
• Strong Microsoft Word, PowerPoint and Excel skills
• Excellent written and oral English

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Facilities Services

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