Project Coordinator & Front of House Role

Front of House Coordinator

Reports to: HR Business Partner

Department: Commercial

Location: Yeovil, Somerset

 Job Purpose:

To be the first point of contact and central hub within Resolution Interiors Ltd maintaining a professional presence and providing administration assistance across the business where necessary.

Key Tasks and Responsibilities:

Primary Role

  •  Answer a high volume of calls and maintain a customer focused approach to message taking for the effective follow up by the relevant employee.

  • Maintain regular consistent and professional relationships with customers /suppliers either on the telephone or those visiting our offices in order to support our business delivery. Be responsible for all visitor access to the building, pursuing the required sign in process and ID checking as appropriate to their function/visit as outlined in RI’s Access Control Policy and in line with ISO 27001 compliance.

  • Be aware of all planned client/supplier meetings being held at Resolution offices, ensuring meeting spaces are booked through Office365 as required. Forward plan lunch and refreshments for visitors (and colleagues where applicable), accommodating their needs as appropriate.

  • Update and distribute the office and mobile telephone lists as required and play a key part in keeping the company calendar and contacts up to date to ensure communication is maintained across the business.

  • Be responsible for opening and date stamping the daily post and pass it onto the relevant person to sort and distribute across the business. Be responsible for franking all post in the tray to ensure it is ready for the afternoon collection.

  • Monitor and maintain the office environment day to day to ensure a clean and tidy working space i.e. emptying kitchen bins, putting dishwasher on etc.

  • Coordinate the office maintenance function to ensure all areas of the office and outside space are well presented and maintained, including cleaning and gardening. Be responsible for collating all incoming requests via the maintenance email distribution group, recording them onto the spreadsheet, setting target completion dates and ensuring these are costed and approved (where applicable)/actioned by relevant stakeholders as required. Provide a monthly update to the SMT. Carry out regular cost comparisons for the most cost-effective cleaning and gardener suppliers and ensure their services remain within allocated overhead budget.

  • Monitor office supplies and replenish as required to ensure appropriate levels are maintained i.e. stationery, printing supplies, cleaning products, refreshments (milk, tea, coffee, biscuits, and fruit). Carry out regular cost comparisons for the most cost-effective supplier and ensure orders remain within allocated overhead budget. Negotiate discounts with suppliers as able.

  • Be responsible for the daily backing up of RIL’s server to an encrypted hard drive using the ‘grandfather, father, son’ system as outlined on the updated log held within the server room.

  • Be responsible for the care taking of said hard drive off-site.

  • Provide administrative support to the company directors as and when required, ensuring a high level of service at all times by addressing all their requirements and articulating back to them course of action taken.

Secondary Role

  • Provide support across the business in booking hotels, flights, travel etc as required ensuring value for money to maintain project profitability and that all relevant spread sheets and costing profiles are updated.

  • Support accounts team with the processing of company credit cards, ensuring spreadsheets are updated at time of purchase and VAT invoices are collated in line with the monthly statements.

  • Be responsible for undertaking cost comparisons and ordering in relation to H&S signage and kit as directed by the warehouse. Negotiate discounts with suppliers as able.

  • Monitor and control the budgets for all relevant allocated business expenditure (as detailed above). Endeavor to provide savings where possible in order to keep overheads within budget and to a minimum.

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

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

  • Uphold the values of Resolution Interiors Ltd.

  • Carry out other duties relevant to your post as reasonably required by the HOPC and management.

  • 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 reflected in working practices and procedures.

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

Project Coordinator

Reports to: Account Director

Department: Operations

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).

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

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