​Project Co-ordinator

Location: Type: Date Posted: Salary: Job ID: Contact:
North West - Merseyside Permanent September 30th 2020 £25,000 - £28,000 + package BTC/FP/2020/3009PC Jessica Joyce

Project Co-ordinator


£25,000 - £28,000 + Package

Role Purpose:

  • To provide proactive co-ordination and administrative support to the project Team (led by the Contract Manager).
  • To ensure that the project is compliant with the companies way of delivering projects and adopts and implements all relevant company systems, procedures and processes.
  • Ensuring full production of project O&M Manuals.
  • Leading the management and use of systems within the project team (e.g. the-project, SnagR).

Key Accountabilities:

  1. Safety Health and Environment
  2. Support to the Contract Manager
  3. Proactively and accurately co-ordinating key project support functions
  4. Responsible for specific tasks and activities on site
  5. Role Modelling the companies Values, Systems, Processes and Procedures

Key Accountabilities Detailed:

  1. Safety, Health & Environment

Take responsibility for the safety of yourself and others ensuring that you adhere to the health and safety policy

  1. Support to the Contract Manager

Support the Contract Manager in ensuring that activities on allocated project(s) adhere to Company policies and procedures, in order to achieve business objectives and legislative compliance.

Support the Contract Manager in drafting and maintaining the Project Management Plan (PMP).

Support the Contract Manager making sure the efficient operation of the project, controlling things such as office supplies, consumables (such as PPE) etc.

Undertaking some buying duties as required, and authorised.

Assist the Contract Manager in understanding the performance of the whole team in respect of the compliant use of systems, processes and procedures. Highlight failures and ensure corrective action taken as the on-site Champion for all company systems, processes and procedures.

Support the Contract Manger in collating information for monthly reporting

  1. Proactively and accurately co-ordinating key project support functions

Updating and maintaining The Project, including adding new users, printing and filing A3 and A1 drawings on site, monitoring the drawing uploads for compliance with protocol

Setting up new users, and assisting the team with the administration of SnagR, including adding key project information and producing reports

Collating and assisting the management team with all O&M information and the collation of the said information maintaining the tracker accordingly and producing the final manual

Scanning and filing (electronic or hard copies) of all site paperwork to reduce / eliminate the requirement to archive at project completion, including shredding where necessary.

Collating and assisting the management team with all BREEAM requirements and information, where relevant

  1. Responsible for specific tasks and activities on site

Maintain attendance logs (scan and save new and previous) and administering biometric personnel access systems.

Maintaining site induction records and safety training records (scan and save).

Maintain a calendar of key management and site responsibilities, e.g. reports, KPIs, meetings to prepare for, events (e.g. topping-out / site socials), marketing, training, CCS etc. Take action and provide support as required to ensure site team well prepared and organised on schedule.

Provide support or act as the Project Teams CCS Champion.

Complete & upload Monthly sub-contract KPI's.

Check & follow-up necessary action from sub-contract procurement schedule and key programme milestones (incl. agreements sent & returned /signed off paperwork & approved on PQQ etc. plus completion dates for relevant test & commissioning and O&M paperwork).

Updating site noticeboards with current policies and procedures and administering the signage requirements for job including templates, laminating etc.

Raising requisitions and purchasing site supplies, including checking stock, and ordering supplies of PPE for visitors (including Clients Team) and First Aid Kit

Collating permits following Site Manager sign off

Updating the collaborative planning tracker/boards and maintaining the Live Tracker

Issue of timesheets for Agency workers and labour returns and collating information to raise necessary PO’s.

Hire and off-hire plant and skips (in line with SWMP) as necessary to minimise cost and maximise efficiency.

Updating and amending site organograms and Project Directory

Co-ordinating with IT Manager and / or Impact on matters relating to Wi-Fi / Hardware / Software issues. Ensuring project office equipment fully functioning.

Assisting the QS with arranging sub-contract orders, ie: burning of discs, binding documents etc.

Arranging CCS Initiatives and maintaining the CCS File

Follow-up and close-down any site audit issue with the relevant project team member (incl. sub-contractors)

Ensuring all and any site visits / functions are fully and properly prepared for and supported (incl. greeting and directing, meeting rooms and refreshments).

Control of site security and key management.

  1. Role Modelling the companies Values, Systems, Processes and Procedures

Whilst not a line manager, must be able to influence others to perform in line with the requirements of the role.

Provide coaching and support where necessary to team members with a view to maximising efficiency and prevent unnecessary extra administration.

Where Supply Chain / Suppliers interface with the companies systems, processes and procedures - perform the same role as required by project team employees. Perform a monitoring and compliance role ensuring that Supply Chain / Suppliers use of systems fully and effectively implemented on the project.

Seek ways of improving the companies systems, processes and procedures and feed these improvements back into the Contract Manager to seek sponsorship and support for adopting the improvement proposals.

Maintain a network of contacts and resources with other company Project Coordinators and Administrators.

Engage in the regular co-ordination and support network with other Project Co-Ordinators for shared learning and best practise.

Key enablers in the role

  • Required to be a role model in organisational skills and demonstrate organisation, prioritisation, efficiency and time management to others on the Project.
  • Needs to have an inquisitive nature to be able to find answers and explore company systems and procedures on own initiative. Whilst induction and training will be provided, finding answers for self will be vital in the role.
  • Prior experience working within an administrative function with good IT skills.
  • Prior experience of document control systems is essential (the-project would be desirable).
  • Construction industry experience necessary.
  • Ability to work proactively and independently in a stand-alone capacity - providing support one step ahead of being asked.
  • Requires attention detail and effective time management.
  • Would be advantageous to hold a Business & Administration NVQ
  • CSCS Card