Aarsleff Ground Engineering
Project Support Coordinator
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Purpose of the Role
Reporting to the department manager and Company Secretary, the Project Support Coordinator provides administrative support across central business support and our Plant team. This includes processing and monitoring documentation, maintaining accurate records in centralised systems, preparing meeting minutes, creating and tracking purchase orders, and liaising with department leads and external suppliers. Through proactive and efficient support, the role helps ensure the smooth running of projects and central office functions.
Main Duties
Office and Business Support
- Provide central business support at the Newark Head Office and Plant Yard.
- Prepare, format, and manage documents using Microsoft Word, Excel, PDF, and Outlook.
- Provide reception cover and support reception duties on a rotational basis.
- Support company fleet administration and related internal processes.
- Complete pre-qualification questionnaires for external stakeholders.
- Carry out additional administrative duties as required to support business operations.
Project and Plant Administration
- Monitor and control incoming site paperwork, received by post or through the app, to ensure it is received on time.
- Scan, upload, and maintain records and data in the relevant files and systems.
- Attend internal meetings as required and produce accurate minutes for distribution.
- Support the Plant Coordinator with arranging plant and equipment inspections.
- Use MaintainX to monitor weekly machine reports, daily checks, and allocated work orders.
- Complete a weekly invoice run and coordinate rig movements by liaising with operational teams.
- Work with Plant Fitters to close out site and workshop jobs.
- Maintain the Plant team training register and arrange training when required.
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Procurement and Supplier Coordination
- Create and track purchase orders in NAV.
- Liaise with suppliers on queries, deliveries, and account setup.
- Obtain quotations, prices, and lead times for plant, equipment, and materials.
- Support the administration of plant and equipment hires, ensuring all required documentation is completed.
- Assist with stock control for materials, including steel, ensuring updates are recorded and communicated weekly.
Person Specification
- Confident and competent using Microsoft Word, Excel, Outlook, and related office systems.
- Friendly, approachable, and professional when dealing with colleagues, visitors, suppliers, and other stakeholders.
- Accurate and detail-focused, with a strong commitment to maintaining high standards of work.
- Well organised, calm under pressure, and able to manage competing priorities effectively.
- Proactive, positive, and flexible in responding to the needs of the business and the role.
- Able to prioritise workload, support others where required and meet deadlines in a fast-paced environment.
Qualifications and Experience
- Administration experience (minimum 2 years preferred).
- Good level of English (verbal, written) and maths.
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In addition, you should be able to demonstrate the following Aarsleff Ground Engineering Ltd behaviours and values.
Step into the Blue Workplace Core Values:
Life & Health
- We know that safety begins and ends with each Aarsleff/Centrum/Cannon employee.
- We understand that speaking up is a vital behaviour and everyone has the obligation to stop work if they believe it is not safe.
- We believe that safety is not on par with productivity; rather it is an ethic that guides everything our employees do.
- We empower our employees in a work environment that is conducive to creating the optimal work/life balance.
Trust
- We pride ourselves on providing complete visibility into the successes, and sometimes failures, of our business.
- We share openly and are remarkably transparent in all our dealings.
- We make uncommon levels of information available to everyone in the company.
- We build long-term relationships with our clients, partners, suppliers and colleagues that are built on trust, respect, and collaboration.
Responsibility
- We know that it is our responsibility to embrace new ways of working and improve on what we do.
- We take ownership of our ideas and run with them.
- We give each other feedback, about what we do well, and where we can improve. This is a collective responsibility.
- We are cost-conscious about keeping an eye on expenses and making smart, sustainable choices even in the small, everyday things.
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