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.