Administrative coordinator Work, Jobs in Irvine, Sct (with Salaries)

Procurement & Administration Coordinator
Wood —Irvine
- Full-time
- Project management
- Bachelor's degree
- Contracts

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Procurement & Administration Coordinator

Wood -
Irvine

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Job details

Full-time

Qualifications

Project management
Quality assurance
Bachelor's degree
Contracts
SharePoint
Asbestos Awareness

Full job description

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

Wood is a global leader in consulting, engineering and operations for the energy and materials sectors. With 33,000 people in around 50 countries, Wood supports clients across the full asset lifecycle, delivering safe, predictable outcomes while enabling resilient operations and a lower carbon future. Wood forms the Energy & Materials pillar of Sidara - a global partnership uniting leading multidisciplinary engineering, design, and project management companies. www.woodgroup.com

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

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