Project Coordinator in United Kingdom Countrywide-Manchester, United Kingdom

Jacobs leads the global professional services sector delivering solutions for a more connected, sustainable world. Providing a full spectrum of services including scientific, technical, professional, and construction and program - management. Our 77,000 employees in 400 locations around the world serve a broad range of companies and organisations including industrial, commercial, and government clients across multiple markets and geographies.
During our 125 years in the UK, we have been involved in some of the biggest and most challenging projects, delivering innovative and sustainable solutions to the countrys most critical issues, from access to clean air and safe water, civil and national security and safeguarding mobility.
Thats because Jacobs is much more than just a traditional engineering company. Ranked No. 1 by Fortunes 2019 World's Most Admired Companies
Source - http://fortune.com/worlds-most-admired-companies/list/filtered?industry=Engineering, Construction&sortBy=industry-rank
We currently have an opportunity for a Project Coordinator in our Manchester office. Reporting to the our Senior Project Manager on site at Manchester Airport, this role offers the chance for someone who is looking to develop their career in Project Managerment. In addition, the Project Coordinator will support Regional PM Leads and project delivery teams in delivering the project within the Jacobs & client governance structures.
Role Responsibilities:
Project Initiation
  • Support Project Controller on project initiation and set up in Jacobs project Management systems. 
  • Assist with calculation of new fee proposal & completion of Pricing Tools. 
  • Set up project folders SharePoint and ProjectWise. 
  • Chase PMs for PEP, FEP and Risk Assessment documentation. To be in place within first 2 weeks of project initiation and then reviewed every 3 months.
  • Support Project Controller to agree fees and fee schedules with the client. (Ensuring Jacobs 5% fee is applied, correct DFE day rate is used & back up information is complete and accurate)
  • Support the Regional TA Lead on the mobilisation of project teams. Confirm correct project codes for weekly time booking and transfer time for projects where Compass Set up has stalled. 
  • Responsible for maintaining accurate records for project set up and variations across the project.
  • Contractual, Scope & Change Management
  • Support Lead TAs & PMs in the identification and production of fee agreements and variation orders
  • Work with Lead TA and Framework Lead to identify scope creep and out of scope work and support on development of action plans to resolve. 
  • Work with the Project Controller to ensure fee agreements and Variation Orders (VO) are to the required level of quality for issuance to the client
  • Support Project Controller on monitoring and escalation of delays to variation approvals. Escalate delays to Technical Lead 7 days after Variation submission. 
  • Support Framework Lead in maintaining accurate records and central database for variations across the Project.  Feeding back detailed actions during Monthly VO Review Meeting.  
  • Support Project Controller to ensure all variations are prepared in the right format, full back up is provided for client review, with accurate Fee Proposals and Pricing Tool.

Finance & Project controls
  • Support Project Controller to maintain invoice schedules and ensure monthly invoicing is processed at value expected and any changes to billing is actioned by the Project Controller. 
  • Monthly review with Project Manager to confirm monthly billing figure, ensuring Project Manager has client back up for additional fees and surveys. 
  • Work with Project Managers to compile estimates to complete for Week 1 Forecasting and support with IPCS submissions. 
  • Financial concerns discovered during monthly Project Reviews to be escalated to Framework Lead and DFE Technical Lead. 
  • Undertake a monthly project review with Project Managers and maintain a commercial issues log, liaising with client & Project Management team to resolve issues.

Sub-contractor management
  • Work with Project Controller to ensure accurate records and client invoicing completed.
  • Reconciliation of liquid office to ensure all invoices are booked and paid through the Purchase Order Process

Resourcing and Forecasting
  • Support Regional TA Lead with monthly submission of the Forward Look Document, by using RAGs and 1 to 1 PM discussions to ensure all information is captured. 
  • Support Project Managers with Week 1 Forecasting and Revenue Recognition Submission.
Quality
  • Lead Frameworks migration to ProjectWise
  • Ensure all Financial, Health & Safety, CDM information is saved into each Projects SharePoint folder (Project Wise) and arrange quality reviews, in conjunction with each Discipline Specialist.
  • Undertake Quarterly Audits on the following
oInvoicing v PAP Review (Figures to match)oPAP, PEP & Risk Assessments Review (All documents are submitted and relevant to the project)
  • SharePoint/Project Wise Document Review (Governance check to ensure good paper trail for all stages of the project available for access by all)

Deliverables
  • Ensure PMs complete accurate forecasting.
  • Ensure Time Bookings are relevant to project and investigate any which appear rogue.
  • Ensure all VOs are captured and recorded on Central SharePoint Spreadsheet, with monthly commentary on progress.
  • Ensure invoicing is timely and accurate. If invoicing ahead of schedule, ensure invoicing does not progress further than the Stage the project is currently in. 
  • Resolution of any invoicing queries for designated projects, by creating a good working relationship with Client and maintaining clear communication channels. No invoice to sit on the Aged Debt report through fault of Invoicing quality. 
  • Responsible for sourcing missing RAG reports prior to issuing to Regional TA Lead and full completion of Forward Look Document. 
  • Support other members of Project Co-ordination team during Annual Leave, Sickness
  • Any other reasonable request from the DfE Framework Management Team.
Our Culture
At Jacobs we see safety differently - we strive to go BeyondZero by putting the health, safety and well-being of our employees first in everything we do.
We are committed to equality across our business and we work with external organisations such as STEM, WISE (Women in Science & Engineering) and Stonewall. We are also Disability Confident Committed; therefore, we guarantee to interview all disabled applicants who meet the minimum criteria for a vacancy.
When you join Jacobs you will have access to a wide range of Global Networks, centred on inclusion and diversity which is the foundation of our business and at the centre of our values.
To find out more about our networks, please visit our website; <web address removed>
Successful candidates will be asked to complete a Baseline Personnel Security Standard Pre-Employment check and will be required to undergo various checks including: Identity, Right to Work; Employment/Education History and Criminal Record. If you are unable to meet this and any associated criteria, then your employment may be delayed or rejected.
JACOBS is an Equal Opportunity Employer who is committed to the safety and wellbeing of all.

About Jacobs

Jacobs leads the global professional services sector delivering solutions for a more connected, sustainable world.

With $15.0 billion in combined revenue and a talent force more than 77,000 strong, Jacobs provides a full spectrum of services including scientific, technical, professional, construction- and program-management for business, industrial, commercial, government and infrastructure sectors.

For more information, visit <web address removed>

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