Business and Project Support Co-ordinator

Job title:
Business & Project Support Co-ordinator

Reports to:
General Manager

Based at:
LAML Unit

Summary

LAML is a separate Company within the Lagan Aviation & Infrastructure Group, specialising in restoring, maintaining, replacing and repairing paved surfaces and providing AGL (Airfield Ground Lighting) infrastructure services in operationally sensitive areas such as airfields, ports and other secure locations.  We are a rapidly expanding business in the competitive airfield sector.

• Our contracting works incorporate:

• Pavement Joint Repairs and Maintenance

• Pavement Infrastructure Repair, Maintenance and Protection

• AGL Design Verification, Installation and Maintenance

• Surfacing Schemes

• Asphalt preservation 

Objectives

The Business & Project Support Co-ordinator will:

• Provide support to the LAML Team and Management when mobilising/demobilising projects throughout the country ensuring that:

  • site set-up documentation is ready for the start of a project and electronically stored in Microsoft Team project account

  • sub-contractors being utilised are on the approved LAML supply chain

  • insurances and competency certificates for sub-contractor personnel are obtained for retention on the electronic filing system.

• Support the General Manager and the business with the integrated management system by:

  • collating evidence for the annual ISO Quality, Environmental, Health & Safety audits

  •  maintaining the NCR register following up on non-conformance close outs

  • maintaining and issuing vendor assessment questionnaires for the LAML Supply Chain ensuring up to date insurance information is obtained and logged

  • assisting with preparation and collation of information for management review

  • assisting with internal audits and maintaining the LAML Document Amendment Register and master document templates.

• Support the General Manager with the potential implementation of the A-Site Document Management system (or similar) for future operational projects, including the training of the Team and the uploading of required documentation and the development and building of forms on the Reflow Workforce Management system.

• Assist the General Manager in preparing and completing PQQ (Pre-Qualification Questionnaires) and industry SHEQ accreditation renewals such as Constructionline & Safecontractor including uploading annual insurance renewals and policy updates.

• Responsible for maintaining LAML staff training records on the internal database system, ensuring that all identified training needs are sourced and booked for the Team.

The role will include the need to provide some administrative support services to the wider LAML Team in conjunction with the Office Manager.

The role requires effective communication and liaison across the LAML team and with our Clients, Suppliers, Sub-contractors and other Lagan personnel. Good communication skills are essential, and attention to detail is vital.

The job holder needs to be a team player, with enthusiasm and a positive and pro-active approach, able to work to tight timescale and has the ability to handle a varied and often rapidly changing workload.

Key Activities (in addition to Objectives outlined)

Project Support

• Supporting site set up works by making enquiries for plant hire on site as requested by the Project Director or Senior QS. Using the internal Coins system, assist the Senior QS with raising Purchase Orders for plant and materials as required for projects and communicating order requirements with our suppliers. Responsible for ensuring PODs (Proof of Delivery notes) are filed on the electronic job file and ensuring the GRN (Goods Received Notes) for site deliveries are processed and confirm to Accounts/Finance that invoices are authorised for payment.

• In conjunction with the General Manager ensuring sufficient stock levels are retained of key materials for on-going projects, raising POs (as required) and requesting materials are ordered in a timely manner.

• Responsible for booking hotel and travel arrangements for the Team either direct or via the in-house travel company and communicating this information for operational personnel via the Reflow App and email. Ensure monthly invoices are checked and coded correctly to the relevant jobs.

• In conjunction with the Office Manager  recording works and resources scheduling on our Reflow workforce management system and ensuring operative compliance with Reflow. 

• Uploading comprehensive site and job information for Operatives onto the ReFlow App including details of accommodation, client contact details, site location, drawings, access to RAMS and COSHH and any site-specific information supplied by the General Manager/Director.

• Download and log job sheet information from Reflow for the centralised LAML Job Sheet Diary and tracking resources used (eg water and gas, sub-contractor hours on site, works completed etc.) and outputs achieved each shift for analysis. This will move to a report from Reflow which will need to be downloaded weekly.

• Record working away allowances due for operational staff in line with the Reflow Scheduler.

• Until an electronic document management system is established, ensuring paper site records are archived/scanned onto the internal Sharepoint/Teams folders upon completion of projects.

IMS Support

• Responsible for co-ordinating LAML Training Requirements. Researching suitable training courses, availability and making the necessary bookings having sought comparative prices. Issue training evaluation forms via the Reflow App and analyse feedback for use in the Management Review Process. Responsible for uploading and recording training information on the internal Docuware database, Teams folders and uploading certificates onto the Reflow system. In conjunction with the General Manager and Project Director prepare a training needs analysis log, following annual PDPs (personal development plan meetings) with agreed timescales for training to be booked/completed. 

• Ensuring Certificates of Conformity are requested and filed from our material suppliers.

• Responsible for ensuring the Sub-Contractor & Supplier insurance and vendor approval logs are kept up to date requesting insurance renewals where required. Recording new approvals processed by the General Manager and in conjunction with the General Manager issue Vendor Assessment Questionnaires for any new suppliers or sub-contractors appointed for operational projects.

• Maintaining the LAML materials price list with any price changes recorded.

• Support the General Manager in preparing the monthly HSE Return by obtaining sub-contractor hours, fuel, water, and waste information from site projects. To add this information to the monthly HSE Return information for review and issuing by the General Manager.

• Where required, assist the General Manager with updates to the LAML website and Linked In posts and associated social media. To process POs for any external support services related to marketing activities.

Office Support

• Log fuel allocations from Reflow Fuel receipts in order that fuel expenditure is costed to the correct projects for costing accruals.

• Process Operative expenses obtaining approval from the General Manager/Project Director prior to forwarding to Finance.

• In conjunction with the Office Manager, responsible for obtaining waste disposal quotations and managing the material waste management from the LAML unit as required under guidance from the LAML General Manager.

• To assist the Office Manager when required to order PPE through the Matthias portal and ensuring PPE issue receipts are sent out using the Reflow App.

General

• To be proactive in looking for ways to streamline or improve our processes, making recommendations for changes where applicable in a constructive manner.

• Understanding your role in ensuring SHEQ procedures are followed and suggesting improvements where required.

• Ensure that in your daily work the Health, Safety, Quality and Environmental Procedures are followed at all times, highlighting any concerns to Senior Management and to encourage near miss reporting within the Operational workforce wherever possible.

• To follow and uphold the Lagan Values Charter in all activities and at all times.

• To undertake any other support tasks within your ability as requested by Management to provide assistance to the Business.

Qualifications/Experience

• Proven Co-Ordination experience – Essential

• Comfortable working in a small but busy office environment - Essential

• Willing to attend training and seek development opportunities as identified and agreed. - Essential

• Computer Literate with Microsoft Office applications, software - Essential

• High level of Excel/Spreadsheet competence - Essential

• GCSE A* - C/A Levels:  Maths & English – Essential

• Quality Systems experience, familiar with ISO standards – Very Beneficial

• Construction/Airfield industry experience - Beneficial

• NVQ – Business Administration or similar - Beneficial

• Coins Accounting System - Beneficial

Skills & Person Specification

• Confident

• Professional

• Diplomatic

• Calm under pressure

• Ability to work well in a small team

• Flexible approach to work, willing to get stuck in and get tasks done

• Ability to communicate effectively both verbally and written, internally and externally at all levels

• Organised

• Self-motivated, with the ability to work proactively using own initiative.