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Project Coordinator / Administrator – Asset Verification Project Leatherhead

Leatherhead, Surrey
Project Coordinator / Administrator – Asset Verification Project  Leatherhead
Leatherhead (with occasional client site visits to London and regions)
Duration 3 months initially
NHS Verification Project
Report to:-
Senior Project Manager
Project Brief: Our client have contracted to build an integrated FM solution for a new client, Phase 1 of which will go live in November, followed by three subsequent phases in Q1 2019. A critical data project within this Programme is the field-verification of the buildings and assets within each region in a timescale sufficient to allow for data preparation and load in time for each phased, regional cutover. This will involve careful planning, scheduling, rescheduling and progress tracking of a team of surveyors in the field, close liaison with a senior engineering manager,  recruitment and management of a small scheduling team, reporting upwards to the senior PM responsible for the main solution delivery, and close tracking of timesheets and spend.

Qualifications, Experience and Skills

  • Self-starter, motivated to succeed with forensic attention to detail
  • An ability to work effectively with limited direct supervision
  • Ability to prioritise workload, work under pressure with a high level of organisational proficiency
  • Experience of working within a larger Programme and running projects that are critical dependencies for Programme success
  • Some experience of working with Surveyors and coordinating survey work across different locations and regions
  • Managing and motivating small teams, particular where the work is repetitive
  • Excellent oral and written communication skills
  • Client-focussed, and capable of building strong working relationships to increase success
  • Demonstrates initiative and anticipates needs, allied to a sound problem-solving ability
  • Sound understanding of scope management and change control
  • Strong written/oral communication, organisational, and multi-tasking skills; ability to work well in a fast-paced environment; Excellent team player and prioritising skills
  • Proficient in MS Project, Excel and Visio
  • Support  the project manger to create, manage, amend and report from clear project plans where tasks are measureable in hours and are subject to repeated change, in recognised software packages (preferably MS Project)
  • Work with Project Manager to ensure resource loading, smoothing and levelling are applied for efficient delivery in a given timeframe
  • Produce accurate and timely reports and updates in MS Office applications
  • Experience of delivering within or working in the Facilities Management business domain
  • Experience of the Healthcare sector
  • Experience of coordinating a national project, preferably one where timely building access was critical to success and required careful planning and management with multiple stakeholders

3.  Core Responsibilities and Duties

  • Coordinate project work of four dynamic regional asset verification projects on a building-by-building basis, ensuring resource-loading, progress tracking, progress reporting, re-scheduling and change control factored into the plan are followed and monitored.
  • Coordinate / manage survey logistics and make sure surveyors’ full briefing and instruction are in place, understood and accepted by all surveyors before the survey starts
  • Careful tracking of appointment failure rates to ensure tolerances are adhered to
  • Identification, management and closure/escalation of risks and issues pertaining to delivery of that plan
  • Liaise with Client' regional coordinators, Surveyors, escorts and facilities manager regarding multiple building survey and other survey matters, this include clear communication with internal and external stakeholders by phone and email
  • Work with Project manager to manage progress of survey on the day of survey, track progress of survey and if required, escalate turn-back to Project Manager and local coordinator.
  • Establish and maintain contact with the Client and Project Manager on a regular basis, proactively providing progress reports on the survey work
  • Organise weekly reporting meeting with client, lead surveyors, local coordinators and Project team
  • Building an effective working relationship with Senior PM
  • Provide administrative support, including extracting file from drawings and loading unto the system.  Consolidating surveyors’ weekly report and other administrative work. 
  • Assist the Surveyors/Engineers in all aspects of project implementation as needed.  Support them with external contacts as needed and Access issue at buildings.
  • Manage office functions and work with the Project Manager to plan building survey in all regions  which includes: pre-survey planning, facilitating surveyor access assignments and access issues to buildings, Security badge, providing scheduling support, database management, daily office operations, coordination of Timesheet /Expense/budgeting/accounting systems, maintaining office records, and providing general support services for the regional / divisional staff including assisting with Hotel booking for surveyors.
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