Role purpose
Provide structured administrative and coordination support across commercial projects from tender handover and mobilisation to commissioning, handover and close-out. The role maintains accurate project information, actions, records and document flow so Project Managers can control delivery, cost, quality and client commitments.
Key responsibilities
· Set up project folders, job records, contact lists, trackers, templates and controlled documentation following internal handover.
· Maintain programmes, action logs, risk and issue registers, procurement schedules, variation logs and document registers using information approved by the Project Manager.
· Coordinate meetings, issue agendas and minutes, track actions and follow up outstanding information with internal and external parties.
· Support labour, subcontractor, access, delivery, accommodation and site-document arrangements in coordination with Operations.
· Prepare and distribute approved drawings, specifications, RAMS, permits, site information, purchase requests and project communications.
· Monitor missing photographs, test sheets, commissioning records, asset data, certificates and customer sign-off and escalate gaps promptly.
· Compile handover packs, operation and maintenance information, as-built records, training evidence and defects close-out documentation.
· Provide accurate approved information to support valuations, applications, invoices, cost reports and final accounts.
Major contracts, tenders and client delivery
· Understand project deliverables, document standards, portal requirements, programme milestones and client reporting dates.
· Maintain clear audit trails for instructions, approvals, variations, delays and communications.
· Support tender handover, mobilisation, progress reporting, client meetings and project close-out.
Health, safety, quality and compliance
· Maintain controlled, current and appropriately approved project records and prevent superseded information being issued as current.
· Escalate missing RAMS, competence evidence, permits, certification, design information and other compliance gaps before work or handover is affected.
· Protect personal, client and commercially sensitive information and follow data-protection and cyber-security requirements.
Key working relationships
Senior Project Manager and Project Managers | Operations Manager and Coordinators | Contracts/Commercial Manager | Compliance Manager | Financial Coordinator | Engineers, subcontractors, clients, consultants and suppliers
Pay: £25,500.00-£28,500.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
