Responsibilities: Subcontractor Management: Coordinate and manage subcontractor activities, ensuring alignment with project timelines and scope.
Maintain communication with subcontractors to ensure their tasks are completed as per project requirements.
Monitor subcontractor performance and adherence to contractual obligations, addressing any issues promptly.
Sites Access Management for Subcontractors & Internal Team: Manage and oversee site access arrangements for subcontractors and internal team members.
Ensure that all personnel have the necessary clearance, permits, and safety requirements to access project sites.
Track and report site access data and resolve any access-related issues promptly.
Health & Safety (H&S) Compliance: Ensure compliance with all relevant health and safety regulations on site for both subcontractors and internal staff.
Collaborate with the health and safety team to ensure proper protocols are in place and adhered to on the job site.
Assist in conducting H&S audits, assessments, and reporting.
FAC Management & Internal Team FAC Compilation: Oversee the Facilities Acceptance Certificate (FAC) process, ensuring all necessary documentation is in place.
Work with the internal team to compile and manage all relevant FAC documentation and reports.
Ensure all aspects of the project meet required standards before FAC submission and approval.
Delivery Note Creation: Generate and track delivery notes for all inbound and outbound materials, ensuring accurate records in line with project requirements.
Ensure all delivery notes are aligned with purchase orders and contracts, and that they are properly filed and accessible.
Supplier Management: Assist in managing supplier relationships, ensuring that materials and services are delivered on time and to specification.
Coordinate with suppliers to resolve any issues related to product delivery, quality, or quantity.
Track supplier performance and assist in identifying alternative suppliers when necessary.
Scheduling of Transport: Plan and coordinate transportation schedules to ensure timely delivery of materials, equipment, and staff to project sites.
Work with logistics teams to optimize transport routes and schedules, ensuring cost-efficiency and timely arrivals.
Monitor and track transport logistics, resolving any delays or issues as they arise.
Scheduling of Training: Coordinate and schedule training sessions for internal teams and subcontractors as required by the project.
Ensure that all training materials are prepared, and that training compliance is tracked and documented.
Work with training providers to arrange sessions, ensuring they meet project requirements and timelines.
Qualifications & Skills: Proven experience in project administration, logistics, or a related field.
Strong organizational skills with the ability to manage multiple tasks and stakeholders.
Familiarity with subcontractor management and project site coordination.
Knowledge of health and safety regulations and practices.
Experience with delivery note generation, supplier management, and scheduling processes.
Excellent communication skills and the ability to interact with both internal teams and external vendors.
Proficiency with Microsoft Office Suite or similar office software.
Ability to work in a fast-paced, deadline-driven environment.
Desired Attributes: Detail-oriented with strong problem-solving abilities.
Proactive and adaptable to changing project requirements.
Strong interpersonal skills, with the ability to manage relationships with a diverse set of stakeholders.
Ability to maintain calm and focus under pressure, managing both short-term and long-term project needs.