Office Manager (Projects Support)

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Office Manager (Projects Support)

Job Reference: FJ-pepnj

Admin and Secretarial Ashford, Kent Discussed upon application Permanent Share Job

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Location & Hours

Based in Ashford, Kent (Hybrid working)

Monday to Friday 8:30am-5:00pm.

Occasional flexibility may be required to support operational and reporting deadlines.

The Role

We are looking for an Office Manager (Project Support) to lead a small coordination desk team and provide high level ERP (e.g., SAP), project administration, and financial support to field based Project Managers. You will help improve planning accuracy, reduce short notice schedule changes, and strengthen communication throughout the project lifecycle.

Key Responsibilities

• Lead and support the coordination desk team (2 people), allocating work and ensuring high standards and timely delivery.
• Use the ERP system to manage orders and commercial updates, including entering variations and updating margin adjustments.
• Reviewing orders and final accounts with Project Managers to ensure all costs are captured prior to customer issue.
• Collect, collate and prepare warranty data for monthly management review and sign-off.
• Oversee and deliver high quality labour planning, including booking subcontract labour to maximise efficiency.
• Investigate billing variations and provide adjustments/recommendations to the finance/accounts team.
• Produce and maintain reporting across key operational measures, including:
• Revenue (forecast and actual)
• Forecast accuracy
• Technicians' hours and utilisation
• Project date alignment within the ERP system
• Order book accuracy and upkeep
• Complete month end reporting to support Finance, including turnover scheduling, WIP records, "in-progress/on-site" project tracking, and final billing checks at completion.
• Carry out data analysis projects (e.g., comparing actual labour costs vs. allocated costs) and identify improvements.
• Conduct weekly checks on upcoming projects, supporting Project Managers with documentation/application checks to reduce commercial risk.
• Manage supplier relationships for hired equipment/plant and coordinate logistics providers (domestic and international) to support timely delivery.
• Maintain KPIs and supporting data for the coordination desk team (including information used for year-end payments where applicable).

Skills & Experience

Essential:

• Strong ERP experience (e.g., SAP), including order updates, variations and reporting.
• Team leadership/supervisory experience.
• Strong MS Office skills (particularly Excel).
• Excellent organisation and prioritisation skills, comfortable supporting multiple Project Managers.
• Understanding of contract administration and accurate cost capture.
• Confident producing operational and financial reports.

Desirable:

• Experience supporting field-based project teams.

Exposure to labour planning, subcontract coordination and/or logistics heavy operations.

Travel

Some national travel may be required, with occasional international travel when needed.

Salary: Negotiable (dependent on experience)

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