Refrigeration Projects Coordinator

at  Integral UK

EXPERIENCE AND QUALIFICATIONS

• GCSE’s or equivalent in Maths, English and ICT
• Knowledge of Microsoft office / Microsoft Project or similar and familiar with Adobe Acrobat or similar.
• Experience of working in a Project Support role and / or Project Services / Installation business
• Good communication levels and ability to build relations with key personal and customers
• Excellent team working skills
• Financial awareness
• In-depth understanding of end-to-end project process and associated activities
• Proven track record of success
• Flexible and proactive with ability to work under their own initiative with a high degree of energy, assertiveness and creativity
• Excellent management skills and strong organisational capability
• Commitment to collaboration and teamwork
• Ability to work to tight deadlines, manage multiple projects and work under pressure
• Strong Microsoft Word, PowerPoint and Excel skills
• Excellent written and oral English

ABOUT THE ROLE:

This is a full-time permanent position to provide administrative and coordination support to the Refrigeration Small Works / Projects department.
The successful candidate will be required to work 37.5 hours per week between the hours of 09:00 to 17:00 Monday to Friday.
This is a hybrid, full time in the office until initial training complete and then the option of full-time office or 3 day office and maximum 2 days WFH.

MAIN DUTIES AND RESPONSIBILITIES

• To provide administration and coordination support to the Project Managers and Design Engineers.
• To process contract management forms in accordance with Integral’s compliance procedures specifically the Contract Approval Request, Tender Approval Forms and Sub-Contract procurement processes.
• Liaise with Project Managers in relation to delivery and installation of projects.
• Take responsibility for raising purchase orders and Sub-Contract agreements and issue accordingly.
• Take responsibility for raising sales invoices and applications to customers upon completion of works.
• Liaise directly with suppliers and sub-contractors in relation to deliveries and installations.
• Produce O&M manuals, H&S manuals, site files and assist with the handover process as required.
• Update and maintain Enquiry Log and Contract Tracker documents on a daily basis.
• Book hotels for Engineers and Projects Managers and process Engineer’s & Project Managers / Design Engineers timesheets on a weekly basis.
• Maintain contract files for each project and ensure drawings, designs, quotations etc are correctly filed and archived. Carry out checks on the configuration management of the project files in line with the QSHE procedures and processes.
• Carry out head office administration tasks as required and day-to-day functions as requested by your line manager.
• Process credit notes.
• Project financial reporting in line with Project Managers weekly project reports, also collation of monthly customer profitability reports and margin deviation.