Project Coordinator (Supply and Install)

To assist in all aspects of administration for installation projects, organising labour and providing general support to the Operations departments.

Job Added: 18th August 2022

Department: Operations

Reports to: Operations Service Delivery Manager

Responsibilities and duties for the role will include:

  • Entering project budgets and work/purchase/transfer orders into the ERP system
  • Sending ‘hand over’ emails to Project Managers with any information relevant to the project
  • Preparing pdf copies of final work orders for the Production department
  • Researching costs for project-related hire equipment
  • Raising invoices for customers and purchase orders for suppliers
  • Generating valuations for subcontractor payments
  • Assisting with maintaining details of progress on jobs in required systems (e.g. NAV, the Global Job List etc.)
  • Acting as a point of contact for the site installation teams when they require additional plant, skip exchanges, or for any general questions they may have
  • Arranging drawings and documents to be delivered to site along with the product
  • “Closing out” jobs (i.e. the administration that takes place after a ‘PDC’ goes out; waiting for subcontractor and equipment costs to come in, checking all equipment is off hired, processing credit notes and variation invoices)
  • Where required, assisting with minutes and distribution for Operations meetings
  • Assisting with the maintenance of subcontractor documentation (including qualifications and insurance documents, and ensuring they are compliant with HSEQ obligations)
  • Assisting the Finance team at the end of the month with the job report and job completion percentages
  • Assisting the Finance team with questions regarding cost and revenue relating to the Operations department
  • Administration of job-related expenditure (e.g. taking receipt of purchase invoices and forwarding them to the Finance team for payment)
  • Assisting with creating contracts for subcontractors
  • Where required:
    • providing final valuations
    • contacting customers to confirm their order confirmation and the name of their allocated Project Manager
    • booking travel required for Project Managers
    • searching for accommodation near to the site and within the budget allocated
    • to provide cover for the supply-only side of the operations department

Key Attributes / Skills and Qualifications:

  • Ability to communicate effectively and liaise with clients, external contacts and internal stakeholders (Sales, Finance, Production and Logistics)
  • A high level of proficiency in Microsoft Excel, Word, Outlook and SharePoint
  • Strong organisation skills
  • A friendly, outgoing nature – must enjoy communicating with customers on the phone
  • Excellent attention to detail
  • Knowledge of a CRM or similar system (desirable)
  • A working understanding of our ERP system, Microsoft Dynamics Navision (desirable)

How to apply:

If you believe you would be a good fit for this position, we would love to hear from you.
Please send your CV & Covering letter to: hr@januseurope.com

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