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- Tasks: Support Project Managers with admin tasks, invoicing, and project coordination.
- Company: Join a dynamic team in the refrigeration industry focused on innovative project delivery.
- Benefits: Enjoy a full-time role with flexible hours and opportunities for growth.
- Why this job: Be part of a collaborative culture that values creativity and teamwork.
- Qualifications: GCSEs in Maths, English, and ICT; experience in project support preferred.
- Other info: Full-time position, 37.5 hours per week, Monday to Friday.
The predicted salary is between 30000 - 42000 £ per year.
Main Duties and Responsibilities
- Provide administration and coordination support to the Project Managers and Design Engineers.
- 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.
- Raise purchase orders and Sub-Contract agreements and issue accordingly.
- Raise 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 Spreadsheet. 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.
- 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 of 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.
- Order 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 personnel 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.
Projects Coordinator employer: Integral UK Ltd
Contact Detail:
Integral UK Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Projects Coordinator
✨Tip Number 1
Familiarise yourself with project management tools like Microsoft Project, as this role heavily relies on them. Being able to demonstrate your proficiency in these tools during the interview can set you apart from other candidates.
✨Tip Number 2
Showcase your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in the past. This will highlight your ability to handle the diverse responsibilities outlined in the job description.
✨Tip Number 3
Build a solid understanding of contract management processes, as this is a key part of the role. You might want to brush up on compliance procedures and procurement processes to discuss intelligently during your interview.
✨Tip Number 4
Prepare to discuss your communication skills and how you've built relationships with team members and clients in previous roles. This is crucial for liaising with Project Managers and suppliers effectively.
We think you need these skills to ace Projects Coordinator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in project coordination and administration. Emphasise your skills in Microsoft Office, project support roles, and any specific achievements that align with the job description.
Craft a Compelling Cover Letter: Write a cover letter that directly addresses the responsibilities listed in the job description. Use specific examples from your past experiences to demonstrate how you meet the qualifications and can contribute to the team.
Highlight Communication Skills: Since the role requires good communication levels, ensure you mention instances where you've successfully liaised with team members, suppliers, or customers. This will showcase your ability to build relationships and work collaboratively.
Showcase Organisational Abilities: Provide examples of how you've managed multiple projects or tasks simultaneously. Mention any tools or methods you use to stay organised, as this is crucial for the Projects Coordinator role.
How to prepare for a job interview at Integral UK Ltd
✨Showcase Your Organisational Skills
As a Projects Coordinator, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully organised projects or handled administrative duties under tight deadlines.
✨Familiarise Yourself with Project Management Tools
Since the role requires knowledge of Microsoft Office and possibly Microsoft Project, make sure you're comfortable discussing these tools. You might even want to mention specific features you've used that helped streamline project processes.
✨Highlight Your Communication Abilities
Effective communication is key in this role. Be ready to discuss how you've built relationships with team members, suppliers, and customers in previous positions. Consider sharing a story that illustrates your ability to resolve conflicts or facilitate collaboration.
✨Demonstrate Financial Awareness
Understanding financial aspects is crucial for a Projects Coordinator. Prepare to talk about your experience with budgeting, invoicing, or financial reporting. If you have examples of how you contributed to cost savings or improved profitability, be sure to share those.
