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One year FTC with possibility of extension. To support the Project Management Team and in particular assist with the data management of project information in the Visual 9 ERP.

THE POSITION

One year FTC with possibility of extension. To support the Project Management Team and in particular assist with the data management of project information in the Visual 9 ERP.

KEY ACCOUNTABILITIES

  • Input and maintain project specific data in Visual 9 ERP from handover to project completion
  • Input and maintain service and service parts specific data in Visual 9 ERP from order to completion
  • Liaison and communication with all key departments on data management and accuracy
  • Produce reports for invoicing, actual hours and costs for PM dashboards

KEY RESPONSIBILITIES

  • At the start of a project the budget must be added to the system in correct format. This will include transferring budget data from the costing sheet, ensuring multiple machines are segregated and aligning with PM on OEM and Outsourcing.
  • Liaise with the Accounts and Finance Team to ensure the Sales Order is matched and linked and to confirm acknowledgement of the customer PO.
  • Where the PM requires the project to be adjusted, the project detail needs to be adjusted accordingly. Changes are generally in the form of:
    • Outsourcing equipment instead of in house build
    • Re-adjust building versus commissioning hours
    • ECN / change notes and contract update
  • As part of the company forecasting process the Projects Administrator will confirm checks of system data:
    • Hours booking since previous forecast: any unexpected/incorrect bookings?
    • Cost booking since previous forecast: any unexpected/incorrect bookings?
  • At project close the Projects Administrator will ensure that final invoicing is instructed and final project budget balances are reviewed.
  • Where required, ensure the inter-company process is completed within the Visual 9 system and keep track of all outstanding PO’s. This will also require communication with other Group Project Administrators.
  • As part of the company reporting process the Projects Administrator will confirm checks of system data:
    • PM hours budget versus actuals
    • Monthly overview all orders / projects / machines for PM, including PM hours (split per type (OE, service, Internal))
    • Project Hours
    • Costs: General, material, etc..
    • Request corrections on departments, individuals as required.
  • Assist in the Project File setup for each new project using Microsoft Project to plan activity and resource including:
    • Resource inputting for PM department
    • Hours pre check for PM department
    • Schedule data for milestone activities

    DESIRED SKILLS & EXPERIENCE

    • MS Project knowledge
    • Visual 9 ERP system knowledge
    • Experience in an engineering organisation
    • Experience in data administration

    THE PERSON

    • Strong interpersonal skills
    • Competent in the use of Microsoft Office, especially Excel and Word
    • Accurate attention to detail
    • Good numeracy and communication skills
    • Strong administration and organisation skills
    • Experience in providing admin support for multiple internal customers
    • Experience in managing a computerised system for delivering information.

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