Telecom Payloads Commercial and Administration Officer

companyGuidant Global (Agency)
locationUnited Kingdom
PublishedPublished: Published 1 week ago
Engineering general

Overview of the role:
The Commercial Officer will be part of and support the Integrated Project Team (IPT) covering Telecoms Payload equipment procured from the Supplier and their sub-tier supplier.

The TP Commercial Officer shall be responsible for and carry out the following:
● Issue of Request For Proposals (RFP) / Request For Information (RFI)
● Evaluation of quotations and proposals
● Preparation of Tender Evaluation Board documentation (where necessary)
● Drafting, agreement and release of standard Internal Work Orders
● Work Order updates and changes
● Ensuring all Work Orders and changes are correctly logged in SAP
● Completion of Purchase Order creation form and ensuring signed agreements are correctly logged in SAP
● Supporting the telecoms bid team in Portsmouth in obtaining bid inputs from Project and their lower-tier supplier.

The TP Administration Officer shall be responsible for and carry out the following:

Document Processing
● Reviewing and processing minutes in WindChill o Document change management
● Distribution of documents in a timely manner as per Customer requirements o Formal Distribution/ Storage - Via WindChill and then SharePoint/Airbox o Informal Distribution / Storage - Via File Transfer Protocols
● Downloading and Uploading data to/from the Customers / Suppliers using FileZilla and or File Transfer Protocol Server
● Creation of all internal Data packs o Structured Data-packs - Mainly for the bigger events such as Critical Design Review, Preliminary Design Review etc. o Flat-packs - This is just a collation of documents to the customer
● Action Control, Tracking and Chasing outstanding actions - for older projects not on DIV Jira o Uploading actions to Jira o Adding actions to the tracker
● Jira Support
o Upload Actions into Jira o Save a Filter of the Uploaded Actions, Save as "Project Name" o Establish if Dashboards exist for the Review o Create main review Dashboard
o Review Supplier Dashboard
o Add Gadget, Issue statistics, Pie Chart
o Find the Saved Filter and Add to Gadget o Training (Internal & External) given at Project Set up (if required)
o Exporting Reports
o Creating reports & dashboards
● Chasing outstanding documentation if required
● Assist engineers with technical administration (including manipulating complex documents and changing layout of pdf files)
● Printing presentation material (if and when required)
● Provide Access permissions and management for Project Shared Drives

Meeting Co-ordination
● Visitor Requests / Escorting when necessary / Catering Requests / UK visits to site
● IM Support o Liaison in regards to Meeting rooms requirements for particular meetings
● Calling notices - as required
● Major Review Coordination - i.e., Preliminary Design Review, Critical Design Review, Quality Programme Management etc
● External Meeting Coordination - as required
● Organise on-site and international meetings and visits in support of Project o (Advance submission of visitor forms to site security, greeting visitors, arranging rooms & refreshments, ensuring availability of equipment, liaising with meeting host and venue staff to ensure meetings run smoothly)

Travel and Expenses
● To provide information to all engineers or Project Team on the Travel/Expenses tool by sharing the Hub link
● Organise business travel o Short Haul - done via Travel Tool o Long Haul - done via the phone o Transport co-ordination - Taxis both in country and out of country
● Process travel for Project Manager
o Make any necessary changes or amendments to travel
o Cancel travel if required
o Ensure Security briefing is booked in the event of travel to a Risky Country

● Distribution Lists on all systems o Raise an IM ticket to amend WindChill distribution o Email contact groups for calling notices and any other contact
● Project Directory
o Creating new
o Shared Area Access Requests
● Proactively maintain project environment and implement improvements to support project team ● Attending project meetings as needed Additional tasks and responsibilities
● Attend Monthly Team meetings with TP Admin Team Lead
● Offer Support and Back up to the CADM team
● Stationary Orders
● IM Support - Resident Wi-Fi, VPN access etc.
● Customer Support
● Click 'n' Buy Support
● Raise 4040s for the Project Manager
● Organising deliveries
● ARM Support
● Post Collection
● Support for other business areas within the WAM Organisation

Skillset & Experience:
Essential -
● A confident and articulate communicator, able to positively co-ordinate effectively at all levels, particularly with Department Heads, Business Teams and Project Managers.
● To be fluent and competent in tools, such as WindChill, Jira, Airbox and SharePoint, showing confidence in data entry, navigation and transmission of information.
● Good IT, interpersonal and communication skills essential and the ability to engage.
● Organised and excellent Time Management.
● To be able to multitask as well as focus on the job at hand.
● To be a Fast learner, show initiative and confident to share new ideas.

●To be able to translate information from the Management Dashboard and to support, when required, the collation of information from Project Managers and or Work Area Managers
● Able to offer ad hoc support to key stakeholders for priority topics without impacting current work load
● To have undertaken the Export Compliance Training in MyPulse.

Guidant Global (BH4SF) is acting as an Employment Business in relation to this vacancy.

WindChill, Jira, Airbox and SharePoint