Project Site Administrator

Alexandra Cairns Gibson

*************@**********.***

Mobile: 077********

Document/Project /Contract /Customer Service/L&D/Compliance Administrator/Team Leader

Success providing high-end project, contract, compliance, and training administration solutions for top-level organizations.

A customer-centric and results-focused professional, experienced in coordinating project schedules, resources, equipment, and information. Work closely with project teams and clients to develop effective plans and oversee the progression of projects in alignment with instituted goals and objectives. Communicates with Line Managers and Team Leaders to identify training needs and map-out development plans for teams and individuals. Facilitate the administration of contracts in full compliance with contractual obligations and all applicable statutory regulations and management of client information following GDPR compliance. -

Highlights of Expertise

Workflow Planning & Prioritisation

Project Coordination

KPI/SLA

Recruitment, HR & Employee Relations

Contract/Regulatory/GDPR Compliance

PA/Executive Assistant

Governance, Compliance & Quality

Communications & People Skills

Inventory/Audit Management

Onboarding, Induction & Training

Mentoring

Learning & Development

Community Partnership

Direct Reporting

Security/CCTV

Customer Service

Team Leadership & Development

Document/Information Management

Budget / Cost Control

Customer Service/Complaint Handling

Data & Report Analysis

Health & Safety (IOSH)

Helpdesk Support

MIS Management

Organisation & Time Management

Event & Conference Management

Performance Reviews

Mediation

Facilities Operations

Operational Services

HVAC

Career Experience

BakerHicks (Construction) DSM, Dalry (Nutritional Products) - Project Site Administrator (13 March 2023 to Date)

Manage all Project documentation, plans, RAMS and work permits.

Maintain Project & clients databanks.

Manage Asset Register.

Manage Project Financial records.

First point of call for office-related queries

Manage reception and greet visitors.

Arrange site inductions.

Provide weekly updates to client.

Receive and distribute post, arrange post and couriers for outward mail and packages.

Support staff in travel arrangements.

Co-ordinate Cleaning Staff.

Co-ordinate with the catering team on office supplies and beverage requirements.

Support HSEQ Manager, Permit Controller, Logistic Manager & Construction Director.

Arrange the procurement and maintenance of site plant, office supplies and stationery.

Raise Purchase Orders, Material requisitions Goods received delivery’s, Invoice approval.

Manage meeting room bookings.

Support arrangements for car parking.

Arrange and co-ordinate IT and PPE for new starters.

Consult with other regional office administrators.

Manage staff training & development.

Maintain office files including support to the Project Construction Manager and client in the development of reports and communications.

Onboarding/Mobilization

Arrange Team/Conference meetings.

Maintain Project Organization chart.

Ensure compliance with GDPR.

Client support

Scottish Power Energy Networks (Utilities) (Contract)

HSEQ Projects & Training Co-ordinator (16 May 2022 to 27 Jan 2023) (Contract)

•Consulted with all line managers to determine training needs and scheduled the applicable training.

•Designed effective training programmes on EdApp mobile platform and in PowerPoint.

•Created lesson plans/sessions, delivered sessions.

•Developed On boarders Induction Programme

•Booked and reserved all training venues required for classroom sessions and hospitality.

•Conducted seminars, workshops and individual training where required.

•Supported and mentored new employees.

•Kept attendance records and results from training.

•Provided feedback on areas of improvement for individuals.

•Monitored employee performance and response to training.

•Developed E post-training evaluations.

•Developed Staff Handbook.

•Managed Training Tracker.

•Performance reviews.

Caley Ocean Systems (Engineering) (Contract)

QUALITY DOCUMENT CONTROLLER (31 January 2022 to 08 March 2022)

Checked documents.

Distributed out of documents to relevant colleagues.

Uploaded documentation to clients’ systems.

Collated and compiled all document packs.

Consulted with suppliers, clients, and customers.

Compiled comments sheets.

General admin support.

Managed trackers.

Celeros Flow Technology (Engineering) (Contract)

QUALITY DOCUMENT CONTROLLER (AFTER MARKET/ORDER EQUIPMENT) (07 June 2021 to 28 January 2022)

Hired to help clear the backlog of outstanding work packs.

Approved and uploaded stock certs to SAP.

Cross checked quality plans to ensure requirements were met.

Raised NCR’s when missing requirements were not attached to stock certificates.

Updated trackers of WIP.

Prepared Client Work Packs

During Covid 19 Unemployed (April to June 2021)

Scottish Government (Covid 19) (Contract)

(24 February to 01 April 2021)

Managed and triaged backlog of correspondence to Scottish Ministers in relation to Covid 19 enquiries, drafted responses, created case reference folders within Excel, Micas and ERDM. Participated in team meetings providing updates on WIP. Ensured compliance with GDPR and government standard operating processes and work instructions.

During Covid 19 Unemployed (November 2020 to February 2021).

Scottish Government (Covid 19) (Contract)

GOVERNANCE OFFICER (02 November to 18 November 2020)

Managed and tracked Parliamentary Reports capturing any relevant information in relation to Economic Development, managed mailboxes, arranged Skype meetings and developed

Microsoft Excel Trackers. Ensured compliance with GDPR and government standard operating processes and work instructions. Drafted responses for enquiries to Scottish Ministers regarding economic development. Managed records in ERDM and Micase.

During Covid 19 Unemployed (August to November 2020)

Scottish Enterprise (Economic Development) (Contract)

PROJECT ADMINISTRATOR /CONTRACT SPECIALIST (Sep 2018 to Jul 2020)

Managed various grant contracts awarded by Scottish Enterprise across Scotland in collaboration with the contract management specialist team. Built and nurtured effective relationships with internal and external customers. Monitored a high volume of transactions to meet Scottish Enterprise requirements. Reviewed invoices, bank statements, and quotations, redacted information. Ensured compliance with GDPR and company standard operating processes and work instructions.

Devised Contracts for new grant applications. tasked with the evaluation and submission of grant claims for a variety of grants contracted to different business sectors.

Communicated with companies /clients to give feedback and support on evidence and information provided in support of claims, by telephone and email, and seeking further evidence where necessary.

Maintained compliance with terms and conditions of the grant contract, product type, and the respective Scottish Enterprise payment evidence requirements, reconciling and verifying claims.

Partnered with Project Account Managers (SE and Business Gateway), discussing the progress of grant assisted projects, to agree the grant payments can be made.

Raised grant purchase orders through P2P, produced and issued finance payment requests and made instructions to debit or close the related grant purchase orders.

Identified and kept electronic documentation in line with GDPR and Scottish Enterprise guidelines ensuring information gathered is accurately and securely stored in SE’s management information systems and is retrievable for audit purposes.

Prepared performance and management information reports and managed shared mailboxes.

Issued contract amendments, COVID-19 extensions, and change of supplier details forms.

Ethos Energy Group (Oil and Gas Sector/Offshore)

PROJECT COORDINATOR / ADMINISTRATOR (Oct 2017 to Sep 2018)

Responsible for preparing purchase orders and invoices, processing customer orders, timesheets, and expenses, as well as general administrative support, including filing, scanning, and producing letters, memos, and other office documents required. Also, organized travel, accommodation, and visas for overseas projects.

Maintained accountability for monitoring project costs and progression and delivering timely budget reports.

Planned and scheduled daily workflows and coordinated training for Field Engineers via an own designed smarter training database.

Reported to the Line Manager, promoted collaborative relationships with internal/external customers, and created security passes for visitors/contractors.

Oversaw the efficient diary management, prompt updating of daily/weekly spreadsheets for all work-in-progress and uploading of necessary project support documents.

Maintained complete and up-to-date records of all project files via accurate collation, data entry. and analysis,

Coordinated Travel, Visa, and accommodation for field engineers.

Gas Direct Scotland (Bottled Gas)

PROJECT COORDINATOR /FLEET ADMINISTRATOR (Jan 2017 to Oct 2017)

Responsible for the establishment of a new office in Scotland with the scope of work covering sourcing of furniture and supplies, communications systems, development of marketing material, and driving prospective initiatives.

Prepared timely final run sheet reports and optimised the planning of Drivers’ routes and loading lists to meet strict delivery schedules, and Tacograph analysis.

Scheduled all routine, reactive and mandatory maintenance, and vehicle checks.

Supported the maintenance of a clean and appealing workstation according to instituted housekeeping guidelines and safeguarded compliance with safety and security policies/procedures.

Managed client journey from inquiry to order, including addressing inquiries and processing final documentation and payments.

Maintained accurate employees’ records for all Drivers and yards men,’ encompassing annual leaves, timesheets, absences, and completed/pended training.

Prioritise allocation of office stationery, consumables, and PPE to meet project demands while ensuring smooth and continuous operations.

Conducted routine property inspections in line with established standard procedures and checklists to nurture a safe work environment for staff, clients, and contractors.

Virgin Media (Telecommunications) (Contract)

PROJECT COORDINATOR (Nov 2015 to Jan 2017)

Reported to the Team Manager with responsibility for conducting thorough data analyses, collation, and input, uploading reprographics support documents, as well as updating work progression spreadsheets and reports to streamline the accomplishment of assigned performance targets.

Cultivated positive relationships with internal and external customers and steered work schedules to meet agreed-on KPI metrics and SLA terms.

Coordinated with local authorities, traffic management, and contractors during applications for temporary suspensions. aimed at minimal traffic disruption,

Consulted with planners and on-sites contractors to ensure project delivery plans aligned with contractual obligations by prioritising and managing work to meet demanding deadlines.

Assisted in retrieving critical documentation and information from internal systems, Symology and provided general administrative support across projects and initiatives reporting/escalating any slippage to Project Manager.

Ensured compliance with all elements of Streetworks Legislation, and any ad hoc administrative tasks assigned by the Project Manager.

Provided updates and reports to clients.

Career Break (Jan to Nov 2015) Undertook a sabbatical to support my sister who was terminally ill.

Home Office (Her Majesty’s Passport Office) (Contract)

COMPLAINTS ADMINISTRATOR - (Aug 2014 to Jan 2015)

Managed correspondences: emails and calls, updated daily/weekly work progression and assisted in the training of new hires.

Sorted and distributed incoming mails, filed reprographics support documents, received, logged, and forwarded complaints to appropriate departments.

Worked in proximity with public figures having successfully applied and received the Counter-Terrorist Check (CTC) clearance.

ADDITIONAL EXPERIENCE

Facilities Assistant – Contract (Jan 2014 to Jul 2014) NHS Scotland

Data Research Assistant - Contract (Mar 2013 to Jan 2014) One Search Direct Ltd

Facilities Coordinator (Jun 2012 to Jan 2013) FIS Global

Executive Assistant - Contract (Oct 2011 to Jun 2012) Link Housing Association Ltd

Community Safety Partnership & Funding Officer, Office Manager, Technical Support Officer (Oct 1994 to July 2011) Strathclyde Fire & Rescue

Further Experience and References upon Request

Education & Credentials

John Wheatley College, Glasgow, 2005

HIGHER NATIONAL CERTIFICATE (HNC) IN ADMINISTRATION & INFORMATION MANAGEMENT

Professional Development: *Health & Safety, Managing Safely, Institution of Occupational Safety and Health, May 2004.

Technical Proficiency: MS 365 (Word, Excel, Outlook, Note, PowerPoint, Teams, Access, Sway, Forms, Dynamics. MIS Management; Micase, ERDM, SAP, EdApp, Business Collaborator, SharePoint, Asite, CRM’s, ERP’s, Helpdesk, and Viewpoint.

Training

Course

Result

Course

Result

Microsoft Access Basic

Pass

Time Management Delegation

Pass

Microsoft Word Basic

Pass

Discipline Management

Pass

Microsoft Excel Basic

Pass

Effective Speaking & Presentation Skills

Pass

Microsoft Outlook

Pass

Report Writing

Pass

Microsoft Outlook Intermediate

Pass

Recruitment & Selection Level 1

Pass

Microsoft Access Pivot Tables

Pass

Conflict Resolution

Pass

Microsoft Access Fire Safety Database

Pass

Letter & Memo Writing

Pass

Microsoft Word Advanced

Pass

Ethos Induction

Pass

Microsoft Excel Advanced

Pass

Recruitment & Selection Level 2

Pass

Microsoft PowerPoint

Pass

Ethos Blended Learning Presentation

Pass

Supervisory Skills

Pass

Stress Management

Pass

Supervisory & Leadership Level 1

Pass

Teamwork

Pass

Supervisory & Leadership Level 2

Pass

Coaching Skills

Pass

Customer Service

Pass

Mediation

Pass

Effective Meetings

Pass

Diversity Level 1 Understanding Diversity

Pass

You Can Manage

Pass

Financial Management

Pass

Budget Management

Pass

Difficult Conversations

Pass

Budget Management Year End

Pass

Customer Service

Pass

Mediation

Pass

Personal Effectiveness

Pass

Motivation in Management

Pass

*IOSH Managing Safely

Pass

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