Project Coordinator

  • Mitie
  • Birmingham, Staffordshire
  • Dec 01, 2021
Full time Trades & Services

Job Description

Company Description

Mitie was founded in 1987, Mitie is the UK's leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 77,000 people, 100+ office locations, and thousands of customers across the country, there's no limit to what you can achieve if you work for us.

Job Description

An exciting opportunity to work in the Mitie National Maintenance Network Project Team as a Project Coordinator across a number of Mitie contracts. It is the responsibility of the post holder to provide support for the projects being managed by members of the project team. This will include the production of project documentation, coordination of meetings and events, liaison with both external and internal stakeholders, the creation and maintenance of project files including version control and the updating of trackers.

The successful candidate will need to undertake security clearance checks prior to commencement, and these must be retained throughout their employment.

Responsibilities

  • To act as project support to Project Manager
  • Provide a support service to the Project Manager including administrative support
  • Be responsible for supporting projects working to PRINCE 2 Project Management standards or equivalent
  • Organisation and coordination of meetings and events, associated with projects
  • The creation of standardised process for all activities to enable future mobilisations
  • Accurate and effective reporting to allow programme management and monitoring
  • Creation and maintenance of standard project documentation that can be tailored to suit individual projects including outline business cases, output based specifications, full business cases and other documentation associated with the procurement process
  • Work closely with all stakeholder levels
  • Represent the project team at meetings as and when required
  • Work with IT to manage the order, receipt and deployment of hardware for incoming TUPE staff
  • Work with IT to manage business requirement changes
  • Develop excellent lines of communication to all members and staff with the ability to ability to build relationships fast
  • Initiate a continuous improvement programme to ensure all business process and protocols are implemented and under regular review to enhance efficiency across the unit

To Act as Configuration Librarian for projects

  • Creation and maintenance of a filing structure (electronic and paper) for each project on digital platforms
  • Maintenance of a library of project documents including identification of documents, holding master copies, issuing copies, record keeping, version control and keeping a log of project issues, reporting any changes to the document owner
  • Integrating PMO Financial, Planning, and Control processes
  • Ensuring compliance to account and project management gate review processes including, where necessary, preparation of documentation
  • Update, maintain and interrogate information management systems & be the central point of contact for the project management system & project solutions within Maximo
  • Attention to detail and strives for operational excellence

To develop and deliver project information

  • Establish, coordinate & production of standard programme / project progress & financial reports
  • Assist the Project /Finance Manager & Projects teams with the generation of reporting & provision of additional ad hoc reporting where required

To develop and maintain project risk and project issues logs

  • Develop a project risk log and maintain recording of risks for each project
  • Develop a project issue log and maintain recording of issues for each project
  • Assisting in the analysis of benefits or risks associated with a project

Be aware of the business continuity plan for the part of the business you work in

Qualifications

  • Excellent communication skills both verbal and written
  • IT literate in MS Office 365 with a high degree of competency using spreadsheets
  • Understanding & use of information management systems/databases and the production of associated reports
  • Able to take control of project administrative functions
  • Previous experience of working in FM (desirable)
  • You must be able to deliver the above at pace, working within multiple deadlines & duties & also deliver works accurately
  • Experience of the creation of project documentation
  • Experience of maintaining libraries of documentation including version control and document status
  • Knowledge and experience of using PRINCE2 project management methodology (desirable)
  • Knowledge and experience of using Lean Six Sigma (desirable)
  • You will be expected to work to your own initiative, whilst also working well as an integral team member

Person

  • We are looking for a Project Coordinator who remains calm under pressure, commands respect, has the confidence of their colleagues & can communicate effectively at all levels
  • They will also be confident in making decisions and follow up their decisions with action to achieve objectives
  • Capable of working under pressure with minimum supervision
  • The successful candidate must have a flexible approach to work, excellent communication & PC skills (familiarity with MS Office 365 packages)
  • Accuracy & attention to detail are essential

The ideal candidate will continuously pursue high standards, embrace change, recognise improvement opportunities & learn from experience