Project Support Administration Assistant

Company Description

Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

Job Description

Our Rail Bridges and Structures team in Newcastle Upon Tyne currently has a vacancy for a Project Support Administration Assistant/ Planning Assistant. The successful candidate will assist the Scotland, ERAC North & South and NW & Central teams in organising and planning works on our Inspection and Assessment contracts for Network Rail. The successful candidate will work alongside the current Planning Assistant for a period and will be provided with all relevant training to enable the candidate to undertake the role.

Here's what you'll do:

• Operational Coordination
  • Liaison internally with each Route Inspection Co-ordinator to understand inspection requirements and attend weekly inspection co-ordination meetings.
  • Support operational planning and day-to-day coordination activities.
  • Manage and coordinate with Network Rail's Highways Interface (Streetworks) to ensure timely submission of any required Roadwork notifications (permits and approvals).
  • The creation and distribution of public liaison letters, such as noise letters to the general public in conjunction with Network Rail.
  • Ensure clear communication between operational teams, suppliers, and subcontractors where required.
  • Maintain accurate operational records, trackers, and documentation.
  • Ensure no operational miscommunication through proactive planning and communication.
• Procurement & Supplier Coordination
  • Processing of purchase orders for Traffic Management / MEWP’s (Mobile Elevated Working ‘Platforms) and other suppliers through AECOM’s Coupa system.
  • Invoice approvals when required by the Route Project Manager.
  • Liaise with suppliers and subcontractors to ensure timely delivery of services, equipment, and materials.
  • Coordinate hiring of equipment and vehicles, including supplier follow-up and tracking.
  • Manage PPE and operational stock orders, ensuring sufficient stock levels are maintained at all times.
  • Aid Route Project Managers with resolving purchase order queries between suppliers and AECOM’s Coupa system.
• Training & Compliance
  • Managing and maintaining staff training competencies.
  • Maintain engineers’ training records and ensure all certifications are current, compliant, and securely saved.
  • Coordinate booking of new training courses and refresher training for engineers.
  • Monitor and track compliance deadlines, certifications, renewals, and operational requirements.
  • Framework Sentinel Co-ordinator for booking and maintaining railway competencies.
  • Liaise with Sentinel teams and prepare internal TVPs as required.
  • Provide advance notice for upcoming renewals and training expiry.
• Fleet, Equipment & Asset Management
  • Managing existing equipment stock and maintain records.
  • Coordinate equipment maintenance, servicing, and calibration, ensuring Health and Safety information is up to date for all calibrated equipment.
  • Track equipment condition and availability, ensuring sufficient operational stock is maintained.
  • Proactively identify issues relating to equipment, vehicles, PPE, or operational readiness before problems arise.
  • Sourcing new equipment as and when required.
  • Arrange hire of equipment from HSS/Speedy/PQS/Sunbelt etc.
  • Provide advance notice for upcoming servicing, and compliance activities.
  • Ensure welfare bags are suitably equipped when any expired items replaced.
  • Manage and organise maintenance of company cars including booking vehicles for MOT/servicing/repairs.
  • Organise and manage hire cars, welfare vans and other vehicles when required.
• Administration & Logistics
  • Coordinate and manage hotel bookings through AECOM’s FCM booking tool, and travel arrangements for operational teams.
  • Keep records, compliance documentation, and operational files organised and up to date.
  • Support general administrative and operational coordination activities as required.

Qualifications

Ready to push the limits of what’s possible? Here’s what we’re looking for:

• Previous experience in an operational coordination, compliance, logistics, or administration role would be advantageous, however, all training for the role will be provided.
• Good communication skills, comfortable making phone calls to a number of organisations and individuals.
• Basic competence of Microsoft office packages, including Excel and Word.
• Enthusiastic and committed to provide a professional, high-quality service to the Company and the client.
• Be able to prioritise work, and operate to tight deadlines.
• Plan, organise and monitor several activities at the same time.
• Good decision making and problem-solving abilities.
• Calm under pressure – Ability to keep your cool when dealing with highly stressful situations.
• Trustworthy – High level of personal integrity and honesty.
• Logical thinker – Ability to take a step-by-step approach to analyse information and solve problems.

We celebrate diversity, including neurodiversity, and believe it enriches our team. We welcome applications from all backgrounds and abilities.