Location
Hybrid - London 2/3 times weekly
Travel
Quarterly travel to sites in Europe.
Job Summary
We are seeking an experienced Project Support Coordinator to join our team, responsible for providing administrative support to the Project Team by managing project directories, filing systems, and GDrive access. The successful candidate will also assist with project and general support, vendor management, procurement, and cost management.
Key Responsibilities
- Project and General Support:
- Maintain IM internal systems (Tririga, Oracle, GDrive, Procore)
- Coordinate communication between D&C and other functions (Finance, Accounts Payable, Fixed Assets)
- Assist with onboarding new team members and external consultants
- Manage admin queries from Audit and Legal departments
- Vendor Management and Payment:
- Manage PO requests, approvals, and payments
- Track and chase invoice approvals to avoid bottlenecks
- Manage Accounts Payable requests and PO adjustments
- Reconcile Cost Reports with Invoice Logs/Summary Trackers and US 'Spend Report'
- Procurement:
- Manage the 'new supplier' setup process
- Raise POs in line with IM D&C procedure and/or Project Commercial Lead's instructions
- Check and query documentation provided by vendors and/or IM appointed Cost/Project Managers
- Cost Management:
- Update PO Receipts in Oracle as required
- Manage cost consultants' Cost Reports
- Reconcile Cost Reports with Invoice Logs/Summary Trackers and US 'Spend Report'
- Ad Hoc Duties:
- Carry out other duties as reasonably requested by the Senior Commercial Manager
Requirements
- Excellent organizational and communication skills
- Proficiency in Microsoft Office and GSuite (Google Drive)
- Experience with Tririga, Oracle, and Procore a plus
- Strong attention to detail and ability to work accurately
- Ability to work in a fast-paced environment and meet deadlines
- Good problem-solving and analytical skills
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