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9 months ago
Support Services Group (SSG)
Salary: 24,000 - 26,000
Location: London
Job type: Permanent
Contact: Anna Maguire
Category: Admin Jobs



Location:                                    Perivale, London

Working Times:                         Daytime 8.00am– 17:00pm

Main Purpose of the position:  Assisting the PM with Admin duties for Heathrow

Reports to:                                  Contracts Manager Heathrow

Key Relationships with:            Contracts manager, project managers, site managers/engineers and all supervisors.

Salary:                                       £24,000 - £26,000


Our client a leading supplier of rail infrastructure including Civil Engineering, Communications, Permanent Way, alongside Civil Engineering & Building projects within the Airport SectorThey require an administrator to assist the PM with administration duties for Heathrow.

Key Tasks and Responsibilities

Ø  Admin Support to Project Manager on a daily basis.

Ø  Managing PM’s calendar and meeting invites.

Ø  Taking Minutes of all weekly meetings with HAL.

Ø  Assisting with tender submissions & presentations for Heathrow Projects.

Ø  Assisting with temp & full airside pass applications i.e. scanning of all documentation, passports, driving Licence & a selfie picture.  Temp passes are applied for via HAL internal system.  Ensuring a log register is kept of each pass and expiry date are kept as temp passes only allowed for 60 days.

Ø  Booking of Airside Training Courses through ABC.  Training Forms to be completed and job numbers to be assigned to each request.

Ø  Planning of escorts & vehicle requests for suppliers.  Quotations need to be obtained from MITIE for escorts. 

Ø  Complete material request forms with the help of PM/Site Supervisor and sent to stores for processing.

Ø  Support team with site deliveries to ColnBrook Logistic Centre & Airside.  All deliveries need to be approved on the CLC system.

Ø  Keeping a track record of all holiday requests for teams currently working in Heathrow.

Ø  Keeping a monthly record of all passes issued for our client’s Car Parking at Terminal 5.  They

Ø  have 11 spaces.

Ø  Responsible for Shift Reports on a daily basis – to be uploaded on the “G”drive after PM has completed same.

Ø  Responsible for WANS on a daily basis – to be uploaded on the “G”drive.

Ø  Responsible for RAMS on a daily basis – filing RAMS after PM has completed same.

Ø  Attend weekly business meetings with PM with HAL/HEX/POD Business Parking to discuss permits and agree a way forward for the following week.

Ø  Join weekly (LAS – Look Ahead Schedule) conference calls with Vanderlande.

Ø  Keep a weekly update sheet for Heathrow Projects on Permits being approved for weekly meeting with HAL/HEX/POD Business Parking.

Ø  General Admin including forward planning.

Ø  WAN (Work Authority Notice) – Complete application requests on the CMO System.

Ø  LSS – (Life Safety Systems) – Ensure Isolations are in place during any site hot works.

Ø  ATP – (Authority to Proceed) – Specific to baggage Area – Ensure Isolations are in place during any works so that Babcock are aware and take the necessary approach to isolate the baggage lines.

Ø  Non-Intrusive Survey – Ensuring all Applications are requested via the CMO system for street works.

Ø  Ground Clearance Permit – Responsible for getting approval from HAL for any site works involving drilling or any site digging. 

Ø  TTS (Transfer Terminal Systems) – Ensuring Permits are requested via the CMO system.  This is required for any works between baggage handling areas.

Ø  Applications for Plant Room Access & Baggage Halls – Responsible for Contacting HECRA to get access pre-approved.

Ø  Road Closures – Ensuring Permit is applied on the CMO system.

Ø  New Suppliers being used at Heathrow need to be pre-approved by POD.  Ensuring Forms are completed and approved before using supplier.

Ø  Accommodation – Completing Accommodation Request forms and assigning PT Job Numbers and transferring to accounts for processing.

Ø  Filing correspondence on a weekly basis on the HAL internal network.

Ø  Booking of all meeting for client and internal meetings in Heathrow.

Ø  Any other administration duties that materialize to support the project at Heathrow.

 Should you be interested in this exciting role, please contact

Anna Maguire.



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