Project Coordinator

Resource Coordinator

Location - Onsite - Reading office Monday to Thursday and Fridays remote

To co-ordinate the allocation of Consultants and Engineering jobs and record all information in the diary and within the Technical Request system. To provide accurate and timely information to technical personnel and sales, relating to ongoing issues and requests for services. To be responsible for checking and authorising all quotes for billable services completed each month. To work closely with the Project Managers to book resources for various work streams. To co-ordinate with our third-party partners.

Duties and Responsibilities:

• To liaise between technical resource and sales, recording all information in the diary and within the technical log, for all professional services technical teams and Managed Services second and third line.
• To liaise with Third Party Partners to source and align to bookings where required, including conforming to IR35 Legislation.
• Communication daily with allocated resources, ensuring that they have all adequate information.
• To be responsible for organising travel arrangements and accommodation arrangements for technical resource, where necessary.
• Update and be in contact with all consultants and engineers with their diaries, including ensuring confirmation of dates.
• Respond to technical requests within 2 hours.
• Check and authorise quotes for invoicing on a weekly basis and input into the required reporting sites.
• Liaise with the project office through the month with regards to booking resources and the billing of projects.
• Administer the holiday and sickness records for the professional services team.

Skills Required:

• Experience in resource scheduling
• Excellent verbal and written communication skills.
• Team player. The role requires a willingness to achieve common goals and to respond positively to colleagues’ requests for help.
• Good planning and organisation skills are essential. An organised and systematic approach is required along with the ability to plan work to cope with peaks and troughs in workload.
• Ability to be flexible in order to cope with sudden changes in one’s own tasking and in the allocation of resource.
• Must be an experienced problem-solver and be able to think logically and laterally to find solutions.
• Must be a confident decision maker. The role requires making decisions on a daily basis concerning which resource to allocate and when taking a number of factors into account.
• The role requires the ability to be resilient in the face of setbacks and to remain logical and controlled when under pressure.
• Attention to detail and focus on quality.
• Excellent time management skills with the flexibility and ability to manage technical requests at the same time, whilst maintaining a clear focus on each of their immediate, individual requirements.
• Good communication skills, establishing credibility with Account Managers and Technical Consultants. Making a favourable and professional impression.
• Competent user of the Microsoft Office suite of products.

Key competences for the role:

• Interpersonal Skills & Communication
• Decision Making & Judgment
• Continuous Improvement
• Planning & Organizing
• Commercial Awareness

“Don’t meet every single requirement? Studies have shown that women and people of colour are less likely to apply to jobs unless they meet every single qualification. At Ultima we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles."