Administrator

A fantastic opportunity has arisen for an Administrator with Share‑point experience within the Site and Facilities Team with our prestigious client BAE Systems at their site in Portsmouth.

Responsibilities

• Support the Infrastructure & GFA Manager with Damages & Losses
• Assist in coordinating between infrastructure and plant hire operations to ensure efficient communication and smooth project execution
• Support with GFA asset tracking to identify emergent issues
• Support the Infrastructure & GFA Manager with the daily administration of team and office duties
• Maintain business and functional reporting requirements and attend meetings

Core Duties

• Assist Infrastructure & GFA Manager with producing monthly plant forecasts for all Ship Repair projects, including forecasts for FTSPs and 4‑week forecasts for Upkeeps
• Assist Infrastructure & GFA Manager with updating the Building Custodian register, ensuring rectification of gaps
• Collate and attend weekly meetings with the Projects, KBS & MOD associated with plant hire and GFA assets
• Progress damage and loss cases, investigating discrepancies and liaising with projects to recover costs where applicable
• Run regular reports to display plant hire‑related costs for the calendar year, helping to identify areas for potential cost savings
• Analyse data to identify patterns in plant hire costs, damage and losses, enabling preventative actions
• Apply initiative to progress chasing and identification of solutions and process adjustments to ensure continuous improvement implementation
• Establish effective working relationships with both BAE Delivery teams and infrastructure/facility service providers
• Support the Infrastructure team with help desk requests and ensure tasks are completed in a timely manner
• Work with KBS / MOD to update the asset register and support the coordination and completion of this document
• Work with Sites, Facilities & Infrastructure Team Lead in support of project administrative tasks
• Assist Infrastructure & GFA Manager in day‑to‑day routine tasks

Knowledge

• Knowledge and understanding of PM processes, procedures and systems
• Project Management experience demonstrated in a professional role within a project
• Good understanding of one or more Project Management tools, techniques and practices
• Knowledge of the Business environment for project
• Excellent interpersonal skills; friendly, courteous and professional in dealing with all stakeholders
• Competent in drafting professional communications to distribute to all occupants of the Building
• Proficient in the use of appropriate IT packages including Microsoft Office Applications
• Ability to respond to internal/external customer enquiries, providing information and guidance as appropriate
• Understand team budget and impact upon costs/opportunities for cost savings
• Undertake training necessary to maintain/improve functional knowledge in support of the delivery of the Building Coordination task
• Business expertise: requirements of the position for knowledge and expertise about the business rather than technical expertise
• Understanding of project, its markets, customers, strategic priorities and culture
• Some understanding of the wider Project Management environment, and of developments and practices in the field
• Some understanding of the structure, organisation, processes, and culture of the project, to support implementation of appropriate Project Management approaches
• A good understanding of how the team integrates with other teams to achieve objectives
• Understand the customer requirement and be customer‑focused for delivery of responsibilities
• Understand how current base contractual requirements apply to the team
• Always maintain a customer focus
• Always engage with the customer professionally and effectively
• Understand base processes and MOD requirements, structure and process

Leadership

• Accountable as a member of the Sites, Facilities & Infrastructure Team for supporting development and implementation of appropriately tailored Project Management practices
• Accountable for ensuring one or more aspects of Project Management practices in the project are suitable for purpose
• Take responsibility for personal learning and development to identify opportunities to increase effectiveness
• Lead through example as a team player, motivating and encouraging others to deliver the best possible service to the customer

Problem Solving

• Identify efficiency and potential cost saving opportunities
• Maintain a high level of accuracy when inputting and cleansing data
• Analyse, maintain and produce management information, data and reports to meet MOD and BAE requirements
• Analyse and report issues within area of responsibility to senior management to support solution development
• Analyse areas for potential change and propose options to increase effectiveness of delivery
• Prioritise workload and meet customer expectations

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