Project / General Office Administrator

Role:

As a motivated, agile, excited, proactive person you are responsible for the day-to-day scrum of the Project Office Administration functions of the business.  . 

You ensure your work is planned, organised, produced efficiently and delivered on time and to standards (within agreed specifications and policies). This requires utilising resources in an efficient manner and maintaining a co-operative,  motivated and successful team.

General Responsibilities:

  • Attend meetings in your given capacity and offer practical knowledge / advice to realise the project.

  • Partake in “Contract Review” – can we do the project? Identify any additional resources required.

  • Assist in project costings.

  • Manage work / project scope and change control and escalate issues where necessary. 


  • Recruit and book suppliers, consultants, freelancers and crew and manage the co-ordination and scheduling of these partners.

  • Ensure that there are clear communication paths within the project team and between all partners.

  • Encourage the transfer of product knowledge and skills to appropriate staff and partners.

  • Develop, maintain, control and manage project deliverables in line within a detailed project plan. 


  • Record and manage project issues and escalate where necessary. 


  • Resolve cross-functional issues at project level. 


  • Monitor project progress and performance. 
 Identify and be aware of any non conformities during the life of project, record and escalate where necessary.

  • Provide status and update reports to the wider team.

  • Manage project evaluation and dissemination activities. 


  • Create and maintain comprehensive project documentation during production and for site.

  • Quality assure the work of everyone involved with the project.

  • Report any tools, plant and machinery that require maintaining outside your scope of training.

  • Report any dangerous tools, plant, machinery, power supplies or incidents immediately.

  • Respect any clothing or PPE issued by the company.

  • Ensure the workplace is kept clean and tidy, floors are cleaned and bins emptied regularly.  ALL trip and spill hazards to be dealt with immediately.

  • Compliance with and review of the organisational policies and procedures, examples of these being Health & Safety Policy, Factory Work Procedures etc., Project Management, Business and Accounts IT systems.

  • Ensure any Non Disclosure Agreements (NDAs) are filtered down the project chain to all staff and partners as necessary.

  • Assist as required in day to day office / administration duties to assist the wider team or during staff shortages through absence, holidays or sickness.

  • Maintain a Passport and full clean Driving Licence.

 

 

Key Responsibilities to the job role:

General:

  •  Answering calls, relaying messages and assist where necessary

  • Daily roundup of paperwork, job drawings for processing, filing & archiving

  • Greet & Meet suppliers and clients

  • Contact for parcels/deliveries and tracking consignments

  • Managing the Project & Administration files and data on the server and archiving

  • Upkeep of General office/Reception

  • Upkeep and revisions to Policies and Procedures

  • Checking of Internal documentation, email signatures, identity are on Brand

  • Care of Announcements/Noticeboard and statutory notices

  • Filing, Shredding, prep of Skeleton files

  • Monthly stocktakes as required

  • Replenishing stock for consumables and daily items including stationery and First Aid

  • Upkeep of crew clothing

  • Assisting on data entry of invoices and receipts when required.

Projects:

  • Managing Jobs on Project software – imputing details, contacts job description etc

  • Point of contact to clients and XKX team on jobs

  • Assisting with Marketing & Sales and follow up meetings etc – MD led

  • Setting up and archiving of job files for both Office & Site

  • Setting up jobs for the server and archiving

  • Raising purchase orders and revising orders as required

  • Collating PO’s with delivery notes ready to be passed for payment

  • Passing COSHH data sheets to relevant person and managing COSHH library

  • Assisting with producing job RAMS

  • Booking of crew, transport and special requirements for jobs

  • Ensuring crew paperwork is in place – status, CV, & qualification, training and approvals

  • Working with the team in putting briefs, proposals and technical documents together

  • Researching materials (getting samples), venues, locations, transport, etc

  • Printing, proposals, drawings etc

  • Supporting workshop supervisors on all training documentation and keeping log.

Scheduling:

  • Diary management for XKX team and (MD)

  • Managing XKX calendar (Google) & teams diaries – who is where – holidays etc

  • Organising internal meetings, taking minutes and updating schedules

  •  Booking travel/hotels/taxis etc

  • Organising lunches for clients and refreshments

  • Organising external training such as First Aid, Forklift truck etc

Business Development:

  • To actively partake in the development of the business through meetings and internal discussions

  • Identify areas of improvement and development and feed back.

  • To work on the development and implementation of Job / Project procedures and policies in relation to any National or International and Health & Safety standards or awards that the business decides to undertake.  Examples being ISO 9001, CHAS etc.

  • To work with and liaise with appointed Consultants on the Production & Factory development of business.

  • To feedback on resources required to undertake work through development, this being both human and plant & machinery.