Project Coordinator

On behalf of a successful retail design agency, we’re looking for a skilled administrator with previous project coordination experience and excellent organisation skills.

Reporting to the Head of Projects, the successful applicant will professional, effective and efficient clerical support to the Project Managers and where possible support the administration team during busy periods.

This is an excellent opportunity for candidates who would potentially like to develop their transferable administrative skill set into a career in retail design project management in the future.

Duties and responsibilities:

• Providing administrative support to members of the projects team
• Answering incoming calls to the general projects phone line
• Managing small projects and assist Project Managers (PMs) on larger ones as required, relative to experience
• Potentially managing some installations / removals / maintenance in retail venues by preparing picking lists and site paperwork, liaising with fitters and chasing site reports
• Requesting quotes and gathering costs for PMs, using briefing information provided and working with experienced colleagues and suppliers for advice outside of your knowledge
• Agreeing Sales pricing margins on quotes with the Head of Projects or a Director and preparing a written quote for clients, to support the Client Services Manager.
• Becoming fluent in managing a quotation sheet & job cost sheet and the principles of profit / loss operations.
• Raising purchase orders, posting onto job cost sheets.
• Issuing supplier P/O’s on behalf of PM’s and sign off their invoices / log costs.
• Sourcing ‘Off the Shelf’ items on projects and shopping for samples and goods.
• Maintaining accurate administration and filing of projects using the structured software and documentation provided (All Microsoft Office based templates and Sage 200)
• Briefing installations fitters and assembly teams
• Assisting with on-site tasks such as visiting warehouses, organising deliveries and occasionally making deliveries to suppliers
• Chasing POD’s, collating and presenting in a suitable format for necessary parties
• Providing support to the Admin team in preparing accurate RAMS for installations (using templates provided)
• Through continuing professional development, ensuring that personal knowledge and skills are maintained and developed to consistently provide high standards of quality and output.

Skills and experience required:

• Extensive previous experience in a complex administration role, ideally involving project coordination or scheduling responsibilities
• Excellent PC literacy is essential, with good working knowledge of MS Office, particularly Excel
• Accuracy and attention to detail
• Strong organisation skills, with the ability to multi-task effectively
• Driven to achieve personal goals and demonstrates initiative and tenacity in resolving problems
• A full and valid driving licence is required for the responsibilities of the role

Hours of work

• Monday to Friday, 9.00am – 5.30pm (37.5 hours per week)

Salary and benefits:

• £21,000 – £22,000
• Pension
• 23 days holiday + 8 Bank Holidays
• Private health care
• Employee assistance program
• On-site parking