Project Coordinator

Reports to: Project Manager

Department: Operations & New Business

Location: Yeovil, Somerset

Job Purpose:

Responsible for the co-ordination of areas affecting the delivery of Resolution goods and services, with a Commercial bias, providing a central point of communication and interface with specified clients on a day-to-day basis.

Key Tasks and Responsibilities:

  • In conjunction with the Project Manager (PM), co-ordinate multiple projects in an efficient and effective manner to ensure these are executed to the highest possible standard and relative to the business and clients’ expectations.

  • Manage small projects autonomously in an efficient and effective manner to ensure these are executed to the highest possible standard and relative to the business and clients’ expectations i.e. fixture supply only, ad hoc orders, maintenance etc.

  • In conjunction with the PM, identify customer requirements and communicate these clearly to ensure that all relevant parties are informed. Request quotes based on the agreed scope of works and prepare costing document/quotation to mark up and then send to the client for approval. Maintain consistent and professional relationships with the clients in order to deliver a high level of service in line with the agreed KPI’s through appropriate and timely communications.

  • Be responsible for day to day admin activities such as managing the PM’s calendar, setting up calendar invites, arranging site access, typing up notes, setting up new sites on the system etc to facilitate the smooth running of the project and ensure all client folders are kept up to date.

  • Ensure projects adhere to Health and Safety (H&S) rules, liaising regularly with the H&S dept. to notify them of upcoming sites, obtaining asbestos reports/Pre Construction Information Packs, requesting site specific Risk Assessment, Method Statements (RAMS) and COSHH sheets from all contractors undertaking works on site ensuring these are approved. Liaise with the relevant approved inspectors and local authorities to manage any building control and planning requirements, ensuring that all projects comply with regulations and sign off is achieved at the end of the project.

  • Request all relevant information from the PM to allow the project to be set up, ordered and co-ordinated on time, to the highest possible standard and in line with the clients expectations i.e. drawings, project programme, costing document. Obtain approval for, and place purchase orders with, all key parties ahead of the project starting on site to ensure goods and services are ordered/booked and arrive on site as per programme.

  • Monitor the suppliers to ensure we fulfil the delivery requirements specified by the customer and replenish stock levels for products related to the client. Ensure there is effective coordination between suppliers and distribution (warehouse department) at all times, confirming a complete and advanced brief of activity to the Warehouse Manager.

  • Be responsible for collating and sending the H&S pack and site files to the appointed Site Manager ahead of works starting on site to ensure they have all the relevant information relating to the project. Ideally this should be 7 days before the start date and ahead of their briefing with the PM. In conjunction with the PM, regularly liaise with the Site/Contracts Managers and contractors to ensure the smooth running of the programme and maintain safe working conditions on site.

  • Manage and maintain an accurate record of all relevant business and project expenditure throughout the project endeavouring to provide cost savings for the client whilst maximising profit margins. Assist with the compilation of final accounts and chase in client purchase orders to ensure all invoices are raised and paid on time.

  • After each project and in conjunction with the PM, monitor client satisfaction levels to identify successes/lessons learned for future projects and ensure prompt appropriate action is taken to provide an effective response to any issues i.e. snagging.

  • Set up new projects on SAGE ensuring project information is kept up to date. Use SAGE to raise pick lists and PO’s to ensure all necessary labour and materials are on site as per programme of works, and invoice the client in line with payment terms.

  • Collate data to compile the H&S handover files/Operational & Maintenance manuals, ensuring they are forwarded to the client/client’s representative within the agreed timeframe.

  • Liaise with Programme Manager (Lydie) to ensure any new suppliers/contractors have been approved in line with RI requirements, and that this is input/represented within HubSpot, together with relevant expiry dates for RI approval and insurances.

  • Promote the use of suppliers/contractors signed into our partnering agreement within relevant delivery team.

  • Liaise with relevant delivery team PC’s to ensure required process is being followed in regards to raising PO/TO’s i.e. 3 quote rule where applicable, advanced notification for authorisation of PO/TO’s etc. Ensure thanks and feedback to all quoting parties, to maintain strong supplier relations and improved responses over time.

  • Ensure that teams are capturing supplier performance in PPR’s for reporting purposes. If they are any issues/disputes ensure that Programme Manager is aware.

  • Oversee (not necessarily carry out) the invoicing process within relevant delivery team to ensure all invoicing is completed on time as required, any trackers updated and payments are chased through with the client where necessary.

  • Be the nominated stock person within relevant delivery team (where applicable) responsible for checking returned stock and photographing where applicable, creating stock codes/amending descriptions on Sage, overseeing the ordering of stock etc.

  • Liaise with relevant delivery team colleagues to ensure consistently accurate financial reporting through weekly Sage checks (ensuring dates, owners, budget costs and revenue are updated, committed costs are review and cleared, Sage is closed out within required timeframe).

  • Provide support where required to Commercial/New Business Team in tendering for new relevant client projects (i.e. Screwfix tender, DWP).

  • Be responsible to drive your own development and interests, taking on specific initiatives in order to increase knowledge and skill set.

  • Assist with covering absence of other PC’s/IPM’s during periods of holiday or sickness in order to ensure the client experience and projects are not compromised.

  • Ensure a contribution and adherence to delivering the quality and information security policies and systems across the business.

  • Keep abreast of changes to regulations and legislation and ensure that these are reflect in working practices and procedures.

  • Follow and comply with all policies and procedures of Resolution Interiors which includes the Health and Safety procedures, ensuring personal safety and the safeguarding of the interests and safety of all staff, visitors, and contractors.

  • To uphold the values of Resolution Interiors Ltd.

  • To carry out other duties relevant to your post as reasonably required by management.

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