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  • Job reference: RMS0222768

Project Administrator/Document Controller

  • Sector: Oil & Gas
  • Location: London
  • Job type: Contract
  • Date posted: 14/02/2020
  • Duration: 8-9 months with potential exte
  • Time left:
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About the role:
The Project Administrator/Document Controller will be providing guidance and direction for the Project Services team. The post holder will work with the Directors in the Energy Department to ensure the administrative standards and best practice are followed across the energy project portfolio.

The Project Administrator/Document Controller works closely with Project Managers to ensure that all project supports tasks around administration and document control are delivered in a consistent, timely and high-quality manner. The post holder will be expected 80% of their working time is billable to projects.

The Project Services team will ensure that projects are set up correctly from the outset, provide weekly and monthly updates to Projects Managers to allow them to accurately forecast performance, manage costs and resources.

The Project Administrator/Document Controller will also work closely with Project Managers to ensure all necessary information is provided on a timely and efficient manner for 'first time right' invoicing.

Essential Duties and Responsibilities:
Team Management
1. Provide guidance to Project Services team ensuring standards are set, understood and met.
2. Line management of the Project Services team including regular 1-2-1's, workload allocation, setting objectives, performance appraisals, identify and support training needs, performance improvement plans, disciplinary investigations and meetings, when required.
3. Identify areas to improve business efficiency and effectiveness of the Project Services team.
4. Be a role model for the Project Services team.

Project Set-Up
5. Ensure projects are correctly set up on the company's system.
6. All project tasks are correctly reflected in project set-up.

Cost & Resource Control
7. Assist Project Managers by highlighting weekly spend on projects, in terms of staff and expense
8. Ensure freelance and intercompany costs are tracked and reported to Project Managers on a weekly basis and reconciled on a monthly basis that costs are correctly accrued in the month.
9. Highlight any potential cost overspends to Project Managers to allow them to manage contract

Document Control
10. Ensure sufficient resources are provided to efficiently manage the receipt, logging, distribution and review of documents utilising the PTS document control system.

Invoice Management
11. Support Project Managers with the necessary back up information required by clients for invoice approval.
12. Liaise with Project Managers, clients, as may be required, to ensure that pre-approval of invoices is managed within acceptable timescales to allow for timely issue of invoices.
13. Ensure invoices are reviewed / approved with Project Managers.

Bid Management and Governance
14. Assist departmental sales efforts with preparation and coordination of bid and proposal documentations.

15. Performs other duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.

Knowledge and Skills:
1. Experience of leading team in relevant industry preferably.
2. Experience of preparing bids is essential.
3. Maintain high standards of work and professionalism at all times.
4. Strong personal organisation required & ability to work to deadlines.
5. Able to communicate effectively, build rapport and develop constructive and working relationships with clients and colleagues.
6. Assertive but personable style.
7. Able to prioritise across multiple tasks and issues.
8. Confident self-starter who needs little instruction.
9. Self-motivated and able to work pro-actively and independently.
10. Positive mindset with a 'can do' attitude.
11. Ability to motivate and build a team.
12. Ability to maintain confidentiality.

Qualifications / Essential Skills:
* A-Levels / Higher or equivalent
* Proficient in all aspects of Microsoft Office and ideally with experience of MS Project.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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