Job title: Project Coordinator
Based from: Gloucester
Reports to: Operations Manager
The Role
As the Technology Project Coordinator, you will support the Technology Projects team on all aspects of project delivery, including; project control, procurement, commissioning and the handover of projects ensuring customer excellence and project compliance is achieved.
Duties and Responsibilities
- Supporting the Technology Projects team with their project management functions such as change management, risk management, planning, resourcing, co-ordination of the design process, oversee and manage the control of the project (both pre and post signoff)
- Arranging and running project handover meetings - capturing actions and following up with the relevant parties, ensuring all documentation is signed and accepted by the appropriate parties
- Processing sales orders received from the Technology Sales Team - assisting with checking that products, labour, quote and PO are correct before converting
- Drafting and updating project control documents such as the budget tracker and RACI logs
- Checking pricing, quotes and POs are aligned, sending requests for kit and monitoring delivery dates in line with procurement procedures
- Arranging access equipment to and from sites when required
- Assisting with the planning of draft project plan/tickets, assigning budgeted hours and extracting information from Statement of Works
- Drafting Gantt charts to create a visual project plan as and when required
- Scheduling installations with clients
- Coordinating the effective resourcing of projects
- Using IT or other systems to keep track of people working on projects and progress of projects
- Attending project reviews with the technical lead to monitor overall progress against schedule and deliverables
- Coordinating the project team to keep them on track and keeping the project in budget
- Monitoring outstanding project tasks and following up for updates and/or completion in line with project timeframes
- Assisting with identifying and managing risks and recording of these
- Maintaining ownership of the current list of projects and their status, raising any concern of potential project risks or issues
- Monitoring budgets and time-recording by keeping accurate records to assist with project reporting
- Ensuring all project applications are completed and processed before or on their due date of all Technology Project
- Issuing monthly variations and applications for large projects in line with the company procedures
- Processing supplier and subcontract invoices for sign off for payment
- Working collaboratively with the Sales Team, Onsite Team and Service Desk Team
- Maintaining effective communication and working as a proactive team player to ensure all information is available for the successful completion of projects
- Representing the company in a professional and diligent manner; meeting, negotiating and corresponding with clients and stakeholders to form strong working relationships
- Improving everything we do continuously in order to consistently exceed customer expectations, improve efficiencies and drive down costs
- Developing and maintaining operational standards and procedures to ensure appropriate project governance
- Providing advice and assistance to project team and other departments to support adherence to project processes
- Creating O&M Manuals and issuing to customer upon completion if required
- Initiating lessons learned meetings including evaluating successes and challenges to enhance learning for next project
- Maintaining lessons learnt central register
- Archiving completed projects once all projects paperwork is received and signed
- Maintaining the project shared drives (SharePoint) and business management system
- Taking ownership and managing small scale projects or self-contained phases of larger projects
- Assisting in creating user guides, training aids and customer facing project documentation
- Completing Risk Assessment Method Statements before site visits and ensuring completion and signature by Senior Project Consultant
- Processing CAD requests from Project Consultants to the design team
- Arranging training for Technology Projects team
- Assisting with recording and uploading certification for the Technology Project staff
- Booking accommodation and travel for the Projects team when required
- Any other duties specified by your line manager
Person Specification
- Experience of working within a Project Coordinator position or similar
- Excellent organisational skills
- Flexible approach and willingness to try new tools/techniques/methods
- Ability to demonstrate initiative and a proactive approach to daily tasks
- Excellent communication skills, both written and verbal
- General good IT literacy and ability to use most standard Microsoft packages
- Previous experience working within the IT/Technology industry
Working Conditions
The typical working environment will be office locations either at GBE Converge office or customer offices.
Long periods of working in front of a VDU with regular breaks are common. Occasionally you may be required to travel to attend meetings
Group Compliance
As part of the companies compliance to The Health & Safety at Work Etc Act 1974, ISO9001 for Quality, ISO14001 for Environmental and ISO27001 for Information Technology, there are several key objectives that are issued each year upon management review that we expect all staff to work towards in order for the company to meet these objectives and include but are not limited to:
- Compliance to all legislative and British Standard requirements
- Compliance to associated accreditation bodies schemes from NSI, BAFE, LPCB, FIA and others as required
- Maximise customer satisfaction with the services provided by GBE Converge
- Working to reduce, renew and recycle any wate on and off our sites including our offices
- Protect the environment and ensure use of toxic materials is avoided where possible
- Work to best safe practice and ensure actions do not cause harm unto themselves or others
- Employees will not tamper with any issued PPE or plant machinery that it may cause harm unto themselves or others
- Ensure all minimum training requirement are met in compliance with the relevant ISO standards
- Ensure that any Information Technology ‘incidents' are effectively reported and resolved in a timely fashion (internally or externally)
- Maintain clear desk and screen at all times
- Compliance to ensure no deliberate breaches in security information and/ or systems
