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 Sector. They 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