Project Coordinator

Bilfinger UK is a leading engineering and maintenance provider, supporting customers across the chemical & petrochemical, nuclear, oil & gas, pharmaceuticals & biopharma, power & energy, utilities, renewables and food & beverage markets. We enhance the efficiency of assets, ensuring a high level of availability and reducing maintenance costs.

The Support Services Co-Ordinator is responsible for the delivery processes and practices, which enable the smooth running of the site facilities for the HPC project teams. The job role holder needs to be a numerate and logical individual who works well under pressure and is able to prioritise a diverse and heavy workload.

• Act as the primary contact for external suppliers and facilities providers to ensure any / all purchasing and ordering of any office supplies is competitive and delivered on time, including matching purchase orders, goods receipted with relevant invoices and processed in line with the Bilfinger purchasing process.
• As part of the Support services team, ensure that any Bilfinger guests and the client are always formally inducted to K11 building where the Functional, Installation & Construction Team for the site are based; ensure they are managed in accordance to HPC Site, K11 building security and Bilfinger Induction requirements and that they are aligned to Security & H&S procedures.
• Co-Ordinate a team of weekly / monthly time-writers, who are based in the K11 building, ensuring the team enter the correct operational codes & data for white & blue collar workers timesheets into the Bilfinger Manpower system, within the defined timescales to meet the payroll processing cut-offs and entry for the AFP for commercial.
• Produce the Time & Attendance (T&A) weekly reports for the required NSSS PM's and distribute, ensure all business change including new hires are trained and have access codes for logging T&A.
• Ensure general services such as stationery and office related items are available, replenished and ordered when required.
• Manage Site facilities to ensure any H&S issues, damage or repairs including environmental issues are identified and raised to the Bilfinger Management Team in the first instance to understand the proposed actions & costs, then discussed with client, including facilities / Operations / Security for appropriate resolution.
• Proactively work with the Project, Commercial and Support teams providing positive input and support with ongoing project activities and ad hoc requirements.
• Organising meetings and attendance as required; including booking of meeting rooms, refreshments, and associated business activities.
• Maintain thorough records and data sheets specifically for the site agreements ECSA & payroll records, including any files for the purpose of auditing from internal and external sources.
• Build relationships with key stakeholders across all the legal entities, project teams and clients to manage business continuity and be prepared for contingencies.
• Undertakes any other tasks/ activities as required by the HR/ IR Lead.

• Excellent working knowledge of Microsoft Office including: Excel, Word, Outlook and Teams.
• Strong understanding and respect for confidentiality of sensitive data including payroll information.
• Strong administrative experience with attention to detail and a problem solver.
• Excellent interpersonal skills.
• Excellent verbal and written communication.
• Strong drive to deliver customer service at all times.
• Experience of using Concur, SharePoint, SAP and CEMAR.
• Self-motivated and resilient - prepared to work to get the job finished.
• Ability to work with stakeholders from a wide range of cultures and backgrounds including German and French colleagues, who rotate on a monthly basis.
• Previous experience in a similar role.
• Experience of managing an office environment, including building facilities.