Enfield, England, United Kingdom
Assisting with the Commercial side of the AA Defects ensuring subcontractor AFP’s are reviewed and paid and defect costs assigned to each job and recharges are recovered whilst continuing to be responsible for the management of all subcontractor documentation, reviewing subcontracts, approving orders/IFL requests along with Final Accounts, ensuring figures match trackers and the JV Commercial Processes Managers records, FAs are then issued for signature. Keeping trackers. Last year I managed the final accounting of IWJS during and after its Sale on behalf of M Group Services, collating figures from Oracle, reviewing and creating final account letters via DocuSign, communicating with the individual subcontractors and check the final accounts have been signed to ensure each contract had been closed. I introduced the DocuSign platform during the Covid Lockdown to Agility due to the requirement of electronic signatures and I manage this solely for the whole of Agility issuing Contracts, Extension, Variation and Final Account letters. We went Live in April 2020 with our YR7 contracts, it has improved the process considerably and our Paper usage dropped reducing our carbon footprint. I am a general all-round central hub for contractual documentation enquires and assist the insurance claims department providing copies of contracts and insurance docs that were in place at the time of an incident claim against the relevant subcontractor. Assisting the Senior Procurement Manager, Commercial Managers and the wider Joint Venture with ad hoc requests/information and during an internal JV TM tender event. Reassigning/Approving PO’s and payment certs on Dynamics 365. Overseeing the Procurement Assistant and working alongside each other to ensure all Subcontract requests are dealt with in a timely manner and current documentation has been requested/received. Assisting site Project Managers/Commercial in sourcing a supplier. Dealing directly with subcontractors and their queries.
Responsible for overseeing all new subcontractor setup requests, the review process checking companies house and Dunn & Bradstreet company financials which has now transferred to Top Search for JMS. Ensuring Achilles UVDB Accreditations are held, and current Audits are in date via the Achilles platform, checking Insurance cover is correct and in date, ensuring SHEQ review and approve before setting them up on the J. Murphy & Sons Ltd MWAX system which triggers the transfer of information to the Dynamics 365 finance system. Ensuring that a subcontractor review is actioned each 2yr anniversary to ensure compliance. Reviewing new subcontract order requests and obtaining the Senior Procurement Managers approval, raising orders in the Dynamics 365 Finance system and issuing order numbers to Commercial. Reviewing all IFL’s (Increase in Financial Limit) requests and if needed requesting further backup to these before raising them in D365. Created Box folders for all Subcontractors to now have their own folder which holds any relevant information such as PQQ, Insurance, Achilles, SHEQ Approvals,
Working as part of the eight2O team with Thames Water to deliver its AMP6 Capital Programme, reporting to one of the eight2O alliance design and build joint ventures made up of Skanska, MWH Global and Balfour Beatty (SMBJV). Preparing reports for the client & head office such as weekly whereabouts, labour returns, measure Sheets for Finsbury 34, Woodford 84 and Woodford 69 and monthly returns SHEQ report, Waste Returns, Material spreadsheet. Managing the office and team's needs and anything the Delivery Manager requires, ordering PPE for new starters, stationary, dealing with our site office suppliers for drinking water, office cleaners, waste collections, IT requests, issuing phones to gangs, managing the duties of the Admin Assistant, requesting J Browne ID cards for new starters and checking they have a current National Water Hygiene Card & TW Passport, arranging team meetings and taking minutes, controlling the recording of important documents into files on site and scanning them into the companies shared drive, dealing with staff on a daily basis from all areas in the company to name a few - Commercial, Procurement, Health and Safety etc.
Project Administrator / PA - working on the Fore Street Tunnel Refurbishment contract with Bam Nuttall and TFL. Preparing report requests by the client calculating total number of worked hours on site by VVB staff and operatives, looking after operative timesheets making sure they are correct and sent over to all agencies on time, entering staff hours into Coretime and dealing with payroll issues, Helping out with other staff roles when someone is absent, scanning to pc and filing all daily reports such as Shift Reports from both day and night shifts, Vehicle / MEWP inspections, tool inspections. Overseeing the work of the Admin assistant, printing documents for the night shift supervisor, keeping track of all staff/operative holidays and sick days on the shared calendar, submitting training requests with head office, chasing documents from new starters on site, arranging site inductions with BAM Nuttall, Checking CSCS cards are kept current and renewed, arranging IT request and returns, managing the submission of important weekly and monthly reports to directors and client’s, accurate reporting, arranging weekly team meetings for the Project Manager and anything else he requires, I have overseen the installation of sites Donseed finger print scanner unit for staff to clock in and clock out and register all new starters onto the unit. Booking hotels for the team and managers as and when needed, I arranged the Christmas 2014 Event for VVB, BAM Nuttall and TFL which was a great success.
Administration Assistant with an emergency glazing company, preparing wages for the Payroll company, checking purchase invoices against order book, filing sales and purchase invoices, checking statements, Authorising payments, opening post and date stamping and giving to the relevant person, answering the telephone taking messages/enquiries, typing letters, Banking cheques, posting letters, Diary Management, negotiating PCN charges our vans have been issued with the multiple authorities involved.
Secretary/Administration Assistant to the Directors and Operations manager, Typing letters, emails, Method statements for upcoming construction jobs, Typing quotes for clients, Answering calls and taking messages, logging appointments into the calendar for the Director, filing, photocopying, scanning documents to the pc and attaching to emails, general day to day office work