Engineering Commercial Coordinator

POSITION PURPOSE

Role Specific

To provide project administration and coordination roles and other associated services.

KEY RESPONSIBILITIES/ACCOUNTABLIITIES:

• Assist the Engineering and Design team with the preparation of Requests for Proposals, Scopes of Services, Client Requirements, Briefs, Return Fee Schedules, Outline Specifications including all supporting documentation
• Manage and review open PO’s and close out open PO’s as required ensuring all filing and supporting documentation is saved correctly
• Assist the Engineering and Design team in the preparation of all reports and any other items requested
• Aconex,Procore (or other platform) Administrator ensuring timely update and close out of RFI’s, workflows, instructions and correspondence
• Administer and manage Free Issue Equipment Supplier technical documentation submittals, review process and return to the supplier
• Manage all submitted documentation from FIE suppliers, sub-contractors, principal contractors, consultants from the DMS platform (Aconex, Procore or other platform) onto the Engineering and Design network storage
• Maintain and update in a timely fashion all Project Registers for all Engineering and Design Projects – these will include all Contract Administration matters such as Notices of Disputes, Variations, EOT, Memo of Proposed Change (MPC) and any other ones prepared by the project team
• Establish and manage administration protocols with support and guidance from the Engineering and Design team.
• Assist with the preparation of progress claims and payment certificates for both contractors, vendors and consultants including appropriate filing and record keeping
• Provide communication point for other departments by being available to provide information and advice on administration matters.
• Ensure activities comply with Government Acts, statutory regulations and ethical standards.
• Ensure compliance with all recordkeeping requirements.
• Monitor the timely updating of all reports and management plans prepared by the Engineering and Design Team as may be required for any project.
• Establish and maintain supplier relationships to ensure value for money objectives are met.
• Work in conjunction with Engineering and Design Team to ensure on time delivery of all goods and services, this will involved the maintaining of Procurement Tracker and order information including Vendor reports and the like.
• Assist in the creationand maintenance of legal and compliance documentation.
• Promote, encourage and assist senior management and the Engineering and Design teams in implementing effective administration practices and policies.

QUALIFICATIONS, SKILLS & EXPERIENCE REQUIRED

• Degree in Engineering. 
• Minimum 2 years’ experience in a Contracts Administration or similar position.
• Proficient skills in the following software: MS suite of documents, Aconex and Procore.
• Strong communication skills (oral & written) including strong negotiation and influencing skills and the ability to establish effective working relationships with a variety of people at different levels both internally and externally.
• Demonstrated ability to work independently to organise and prioritise demands, handle multiple complex tasks simultaneously, set and meet deadlines and follow-through within a fast paced environment with multiple and competing demands