Design Office Co-ordinator

Recruiter
ASC Connections Ltd
Location
Birmingham
Posted
15 Sep 2017
Closes
23 Oct 2017
Sector
General
Contract Type
Full Time
A leading construction manufacturing company require an experienced Design Office Co-ordinator for this permanent position in Birmingham City Centre, candidates are required to have previous drawing office experience.

Design Office Co-ordinator

KEY RESPONSIBILITIES

- To provide support to the Technical Managers to download drawings from portals/links and file in the appropriate folders to ensure Project information is available for Project designers to commence work;

- Provide the administration duties for the Technical Managers to issue, RFI's, DDS (Design

Programmes) and drawing registers

- Keep and maintain record of data for KPI's ensuring timesheets are completed according to procedure. Notifications should be sent out to individuals not completing timesheets (overdue & incomplete);

- Create PO requisitions for Design Services and ensure discrepancies are resolved with the person responsible for purchase orders;

- Invoicing - To ensure all current project design fees are logged to KPI's and to raise discrepancies with Managers. Work with managers and Contracts team to ensure that approved variations are also logged as required by Company policy. To ensure all incoming invoices from Outside Consultants are logged, a register should be kept up to date and invoice checked to ensure they match the Fee Allocation.

- Show ability to create clear and concise communication / documentation upon request and within your own working activities;

- Work with your line manager and other managers to provide support to ensure that the goals and objectives of the company are exceeded;

GENERAL DUTIES & RESPONSIBILITIES

- Take responsibility for the Initial management of Project Handovers & deadlines set by both yourself and your Line Manager and demonstrate commitment to seeing works and deadlines achieved on time and in full;

- Take a proactive approach to your personal work commitments by achieving deadlines agreed with your Line Manager. Manage your work load in an effective and diligent manner, reporting all conflicts in deadlines and activities to your Line Manager in a timely fashion.

- Maintain and control relevant data, filing disciplines, reporting monthly for KPI's;

- Keep the manager informed of changing situations and progress in achieving tasks and respond promptly to requests for information both internally and externally;

- Keep the customer and other involved parties in all decision making where a risk or action may be required by either company or other parties. To ensure that adequate records are kept of all communications with external companies;

- To be proactive in working with the management team to identify, draft and disseminate new Quality Assurance processes & procedures;

- To ensure all Quality Assurance documentation is kept up to date both electronically and in hard copy formats;

- Deal with all post related queries;

- Responsible for logging and upkeep of the holiday, sickness and spread sheets as required;

- You will be responsible for ordering & maintaining adequate stock levels of office supplies;

- Actively drive the improvement of and the dissemination of the filing system processes and procedures;

- To work with the management team to arrange and undertake regular audits as required to ensure that protocols and procedures in place are followed;

- To archive old projects and media from both the hard copies and the server as agreed with Managers;

- Work with head of department to ensure that all new starters have their first week organised prior to their arrival. Training to be arranged with the relevant individuals and ensure provision of equipment they require;

- To be smart in appearance and conduct all affairs both inside and outside your normal place of work in a professional and efficient manner that promotes the Company and enhances its reputation;

EXPERIENCE AND SKILLS

- Previous experience of drawing office procedures and practices.

- A qualification relevant to administration is required;

- Be aware of the requirement to work as part of a team. Adopt a flexible approach to workload whilst demonstrating a willingness to take on additional work. Drive the team to ensure they deliver administrative records on time and up to date;

- Participation in training and social activities inside and outside the working day and office.

- Demonstrate you have a working knowledge and skill in using in-house software and the ability to handle data appropriate to your role.

Please note, if your application is suitable, one of our consultants will call you within 5 working days. If you have not heard from us within this time, your application has unfortunately been unsuccessful, however we will keep your CV on file to consider you for future opportunities.

ASC Connections is a leading recruitment business specialising within areas of Technical, Business and IT services. We operate as an Employment Business or an Employment Agency for all temporary and permanent roles respectively.