Procurement & Administration Coordinator in Irvine

Wood is currently recruiting a Procurement & Administration Coordinator to support the project engineering team in the coordination, interfacing and delivery of projects. This role will be based at our clients site in Ayrshire.

The successful candidate will provide the interface and maintain a confident relationship with other contributors to the project.

• Contributes to supporting project evaluation parameters
• Interacts with the project sponsor/customer at a tactical level in support of the Project Delivery
• Assists with reviews and reports for project progress in support of Project Manager
• May manage relationships with external suppliers at a tactical level
• Solves problems requiring investigation and interpretation
• Prepares project organization charts
• Effectively and accurately communicates relevant project information to the customer and project team
• Keeps the Project Sponsor/Customer and other stakeholders informed about project status and issues that may impact customer relations
• Anticipates and takes pre-emptive action to address potential conflict situations that may impact on project delivery
• Provides support to the clients procurement teams, PO’s, and receipting invoices
• Onboards all new starts across the GSK portfolio

• Submitting Fieldglass Onboarding requests and looking after Fieldglass accounts for Wood contractors and sub-contractors
• Ordering IT Hardware for new starters and ensuring they have access to shared files and Sharepoint
• Contract Workspace – creating numbers for Works Assignments and uploading documents via Fiori
• Monthly Labour Capitalisation – Sending reminder emails, checking database is up to date
• Contractor Inductions – Arranging dates and meeting rooms for this fortnightly course
• Booking people onto Site and Contractor inductions, creating TRF’s (if required)
• Requesting and keeping copies of Asbestos Awareness Certificates, additional training, etc
• Saving and Tracking PD/PC Letters
• Shopper - raising POs, Goods Receipting and approving invoices for payment, sorting out invoice issues, vendor problems, helpdesk tickets
• Arranging meetings and Booking Meeting Rooms
• Arrange standard site meetings on an annual basis, and organise meetings, TCs and VCs as requested
• Organise events, workshops, conferences, and team building events
• Co-ordinate logistical arrangements, including travel, accommodation, venue and catering for complex meetings and visits. This may involve co-ordinating complex travel itineraries and having detailed liaison with internal/external parties
• Assist with arrangements for visitors on site, Booking in Visitors with Reception. May include provision of ‘meet and greet’ service, room bookings, and general assistance
• PPE – ordering items, distribution, etc
• Stationery – Order any non-stocked items as required
• Departmental Induction for any new staters
• Create and maintain distribution lists and contact details for the Capital Projects Team
• Provide holiday/absence cover within Engineering Services and wider as required
• Produce and update documents, presentations and spreadsheets using the full desktop package
• Work with team members to improve efficiency of processes and remove duplication of effort
• Keeping records and issuing Reward vouchers
• General Admin role
• There may also be a requirement to complete Commercial Bid Evaluations where requested
• Create Supplier Selection Criteria forms alongside PM’s and ETA’s (Engineering Technical Authority)
  • Create Single Source Justification forms
  • Create Contractor Approval forms

What makes you remarkable?

At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world’s most critical challenges.

Knowledge, skills and experience:

• University degree in relevant technical discipline or equivalent combination of qualifications and experience
• An understanding of metrics and data collection and analysis methods as well as business awareness and ability to develop relationships across the project team to facilitate data collection
• Basic knowledge and experience of Project Success and Benefits Management on small, standard projects
• Basic knowledge and experience of stakeholder and requirements management
• Knows how to calculate costs and has some experience of producing planned and actual cost and invoicing needs
• Awareness of project initiation processes and tools
• Awareness of national and international quality assurance standards
• Knowledge of the company specific and general industry practices in locating and acquiring sub-contract goods and services
• Knowledge of the relevant national and international legal, regulatory, ethical and social requirements and consequences of non-compliance
• Knowledge of the basic principles of Work Breakdown Structures and awareness of task logic and durations in design, construction or other relevant activities
• Awareness of the sources of change on projects and ability to identify change
• Experienced in the document control / management environment on standard projects and familiar with the use of electronic document management systems
• Some knowledge of the setting and monitoring of KPIs and value engineering tasks supporting project performance
• Knowledge of operational handover and close-out activities and the importance of meeting the timescales of close-out activities
• Knowledge of the project management system and reporting activities and the ability to produce relevant project management reports
• Good knowledge of company standards and practices relating to design safety matters
• Must have pharmaceutical background