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  • Job reference: RMS0099836

Project Cost Administrator

  • Sector: Engineering
  • Location: Wilton
  • Job type: Contract
  • Date posted: 04/10/2011
We're sorry this position has now been filled.

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The Company:
Our client is an Engineering Services company, who are an international technical consultancy, providing a range of services including licence to operate, asset management, manufacturing improvement and capital investment to customers in the chemical, petrochemical, oil & gas, pharmaceutical, manufacturing and consumer industries worldwide.

The Role:
Location - North East Based
Travel in UK and ROI of approximately 5 days a month (nights away)

The company is currently managing a demolition and remediation project for project on a rolling programme of work. Managing contractor / CDM coordinator (Tier1) and employs contractors to execute the work (Tier2). The work also requires communication with the external client lawyers and estate agent.

The project uses client behaviour based safety system LPS (Loss Prevention System. project administration is responsible for supporting LPS including the associated paperwork and statistics including:
Field Assessments, Job Safety Assessments, Field Audits, Loss Prevention Opportunities (LPOs), Near Loss Incidents (NLI) and Loss Incidents (LI), Hazard Spots, Hours Worked

The Scope of Work (SOW / RFI) and Application for Payment (AFP / Valuation) uses a spreadsheet and associated web workflow. The project uses Microsoft Project to manage the timeline and forecast completion dates. This data is used to compute the progress, management fee and milestones reported to the customer.

Other statistics include Waste Disposal (waste producing site, waste disposal site, waste type), phases of work completed, scope from the client, boundary plans, subscans, final health and safety files, pre construction information packs (PCIP).

Our external client requires compliance with the clients Operations Integrity Management System (OIMS) and a Controls Integrity Management System (CIMS). Company use's a set of project specific procedures to meet these requirements in a cost effective way.

Project Control and Administration
The role also includes deputising for the project secretary, cost control engineer for holidays etc.

Specific responsibilities include change management, support for invoicing, cost reporting and general administration (maintenance of registers / schedules, document workflow and control, database management (Notes and Web).

The whole process is stewarded by regular audits and in-line controls / audits) of both the client and Tier2.

Project Control
• Ensure that the workflow follows project procedures including the Joint Email accounts for Environmental, programme and Financial documents. Oversee Project Secretary and assist / troubleshoot / deputise for project process.
• Maintain planning phases and master spreadsheet
• Calculate Management Fee based on progress from plan – check the phase and progress is accurate and reasonable
• Production of information to transmit to Tier2
• Provide support for monthly invoice cycle – payment to Tier2s and payment by external client (respond to questions on history, spreadsheet functionality, interpretation of validation tables and updating of Esso’s commercial reporting tables 3, 4 and 5)
• Manages the Request for Instruction Web Based system – Notes database web enabled. Control how the database is configured and populated.
• Submit and progress the Request for Change, Managing Contractor Change process. As the Scope of Work changes update the financial forecast and annual spend plans and coordination with external client.
• Produce the monthly stewardship and reporting presentations (Powerpoint, Word, Excel) based on weekly spreadsheet updates from Tier2

• Perform commercial audit of the Tier 2 Contractors and in-line control audits of client project process.
• Manage the Project Procedures, including periodic update, issue of registered copies (and special copies).
• Maintain an overview of project audits and in-line controls.
• Follow up of audit actions from external client audits to make sure that actions are closed out and communicated to external client.
• Attend external clients Commercial audits and OIMS audits (approx yearly).

• Ensure that the agreed reports are produced and issued to external clients on time and of an appropriate quality. This includes the Monthly Report, The Validation Tables, Field Execution Scorecard, Waste Tracking Document, KPI Information.

• Responsible for making sure that the arrangements are made for the monthly meeting.

o Field Execution Scorecard (Quarterly)
o Summarise data from Tier2
o Produce client FES
o LPS statistics (Monthly and Weekly)
• Monthly Report
o Update with LPS data
o Update LTR table with costs, case open and running days
• RFC produce and maintain site forecast with approval from external client
• MF procedure.
• Table 5 forecasts of spend and spend this year (Accruals in December)
• In-line audit reports and actions
• Monthly update web with client / Tier2 fee –upload of data from cost control
• Monthly Calculate Client Mgt Fee based on progress from plan
• Resolve Project Contract Issues under guidance from Project Manager / Director
• Actions from Tier2 meeting minutes
• Analysis of
o Average site cost
o LTR implementation
o Tonnes to landfill
• WBS Design and maintenance.
o RFIs
o Valuations
o Procedures
o Documents
o Security configuration and access control of Lotus Notes databases in client and Web using clients DMT and requests to IBM

Core Tool skills
• Excel – large spreadsheets with financial data many rows, columns
• Formulae
• VLookup
• Pivot Tables
• Simple Macros
• Producing Charts.
• Word
• Headers
• Pictures
• Page Layout
• Powerpoint
• Notes / Domino
• Database Management.

Core Functional Experience
• Basic accounting
• AP / AR
• Schedule of Work
• Schedule of Rates
• Collection and reporting of statistics
• Checking data integrity
• Spotting outliers
• Team player
• Delighting the customer
• Getting suppliers to deliver
• Meeting deadlines
• Manage conflict
• Working in open office
• Creating and maintaining good relationships
• Working under pressure
• Developing clarity from a less than clear remit
• Excellent communicator – Client, Senior Management, Subcontractors and other members of the team.
• Analytical & Methodical.
• Work to strict deadlines – Submitting weekly & monthly information in a timely, accurate manor.
• Work under a pressured environment.
• Driven.
• Able to work under minimum instruction.
• Able to travel at short notice.
• Seek answers to variances.
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