Lead Construction Project Coordinator

at  Science and Technology Facilities Council STFC

KEY ACCOUNTABILITIES

• Leading, overseeing and developing the Project Coordinator team at RAL
• Day-to-day project status tracking (both project management and design team) within the project tracker system, maintaining a detailed and up-to-date system for management reporting
• Assisting in project triage for any new projects, alongside maintaining a pipeline tracker
• Ensuring that project information is up to date to enable client reporting, and that Estates management information is produced to the highest degree of accuracy.
• Assisting the project manager and designers with project coordination.
• Line-managing three other project coordinators
• Being a leader in the development of the PMO systems and project templates, and managing the quality control/updates to said templates.
• Liaising closely with their counterpart in the North to align systems and processes.
• Assisting in project audits
• Having a key role in maintaining continuous improvement and driving forward key initiatives.

ROLE RESPONSIBILITIES

• Managing and overseeing the project management function (tracking system and templates) and STFC’s project management process.
• Ensuring that project information (including project document storage and information held with the CAFM system) is accurately coordinated with the wider Estates teams, and that handover documentation is collated and stored.
• Supporting project managers throughout the lifecycle of Estates projects.
• Implementing and managing the centralised directory for project documentation and tracking, ensuring a single source of truth for project information.
• Triaging projects within the definition of the Estates workstreams, allocating projects to the relevant works stream lead for review.
• Chairing and managing the Projects review committee meetings, to allow departments to discuss project needs and pipeline with a key Estates team collective.
• Ensuring that the systems, forms and templates are kept up to date, assisting the document owners with regular updates or changes, keeping accurate records, and ensuring that quality management is maintained.
• Managing customer interfaces with the PMO function, being the main point of contract when facilitating services requests and project updates.
• Communicating with all stakeholders.
• Managing any development and changes to the PMO system, in line with estates strategy and continuous improvement requirements
• Supporting and training stakeholders in relation to the PMO project management processes. Delivering workshops to new and existing members of the Estates office to ensure knowledge and understanding of agreed STFC processes are understood and communicated.
• Managing the wider Construction team SharePoint system, maintaining tracker for meetings with commercial, DI, SHE, fire etc.
• Line-managing three other project coordinators
• Coordination and management of the project team’s contractor management system. Overseeing the site access process and ensuring compliance with STFC policies and procedures.
• Regularly completing CPD and formal study in order to gain qualifications and advance personal effectiveness.
• Understanding the requirements of UKSBS procurement rules within the contract management aspect of the role to ensure effective collaborative working.
• Manage and develop tracking for procurement requirements, town and country planning applications, building control etc
• In-depth understanding of the wider Estates team’s requirements to ensure stages of the project lifecycle are controlled and executed effectively, taking into consideration other departments’ requirements and needs.

ESTATES AND CORPORATE RESPONSIBILITIES

As a member of STFC’s Estates Services, proactively support the Estates remit to deliver flexible, customer-focused and efficient services that support the delivery of STFC’s vision, values and objectives.
The Estates Services team needs to be agile and able to adapt to the ever-changing needs of our diverse customer base; therefore, it is expected that the post holder will demonstrate a flexible and adaptable approach.
All members of the Estates team will, from time to time, be expected to lead or participate (appropriate to band level) in STFC and Estates projects that may be outside their normal remit.