Special Projects Co-ordinator

Keystone Group

  • Swadlincote, Derbyshire
  • Permanent
  • Full-time
  • 1 month ago
Located in Swadlincote, this position provides comprehensive coordination & administrative support to the IG Masonry Support Special Projects team.The role involves efficiently coordinate enquiries, orders and projects enabling the special projects team to prioritize tasks, to meeting client expectations. It includes monitoring order delivery dates, notifying relevant engineer of potential issues, and accurately recording & updating details.Additional duties involve proactive email management and routine administrative tasks such as filing, word processing, photocopying, scanning, and printing.What you'll be doingHealth and Safety:
  • Champion Health and Safety in the workplace.
  • Display excellent personal safety and challenge unsafe behaviour
Customer Service:
  • Answer technical phone queries within 3 rings, providing excellent customer service.
  • Uphold a customer-first service culture for both internal and external customers.
  • Monitor emails and ensure prompt responses
  • Provide exceptional customer service, promptly addressing queries and phone calls
Enquiry & Order Administration:
  • Logging and tracking Special Project enquiries, budget rates and quote updates onto Keylink (CRM)
  • Making outbound calls to customers, following up quotes, and obtaining drawings for new projects
  • Ensure the accuracy of recorded information on enquiries, continuously updating records
  • Manage project quotes and inputting of date information for special projects opportunities
  • Alert internal the team to important changes based on information gathered
Special Projects Team Support: * Support the team to exceed individual, team, and company targets
  • Effectively support the Special Projects Engineers on multiple projects with a proactive client focus
  • Maintain information/records required to achieve successful project management
  • Prepare and Issue, Pro-forma Invoices & GRN’s for brick and product collections as directed by the Special Project Engineers. Ensure clear information is issued and recorded, raise any discrepancies or concerns immediately
  • With Engineers support break ordered quotes into call offs, and log this on to the database
  • Amend Product Delivery Dates as advised from the Special projects engineers or customer contact
  • Update the future orders project database with engineer support to ensure all figures and dates reported are accurate enabling prioritisation of engineer workload. An accurate six week forecast is imperative to allow for production planning, although the aim should be for an accurate six month forecast
  • Support R&D work as completed by the team
Sales Order Processing: * Logging of necessary information in NAV.
  • Verify builders' merchant account status with IG Masonry Support; contact finance if necessary
  • Ensure orders are addressed to 'IG Masonry Support Systems'
  • Match order values with quotation values on Keylink.
  • Confirm discounts with the Special Projects Team
  • Create a folder with all builders' merchant order information and delivery requirements
  • Follow the sales order process by entering and amending information accurately
  • Prioritise workload based on the soonest 'Target Production Date'
  • Contact builders' merchants for call-off orders when needed
  • Investigate and query orders with cost discrepancies
  • Query orders missing carriage charges and notify the team manager
  • Assist the finance team with invoice queries
General
  • Meet KPI’s .
  • Changes in market conditions and business environment may require the role holder to undertake other reasonable tasks related to the position
  • Demonstrate a willingness to learn and expand Company and product knowledge
What We're looking for:1. Strong Communication Skills: Ability to handle phone calls and emails professionally and promptly.2. Attention to Detail: Accurately record product details and manage order information.3. Organisational Skills: Efficiently manage workloads and prioritise tasks.4. Customer Service Orientation: Provide exceptional service to both internal and external customers.5. Technical Proficiency: Experience with Keylink, NAV, and standard office software.6. Problem-Solving Abilities: Investigate and resolve order discrepancies and other issues.7. Health and Safety Awareness: Champion and maintain high safety standards.8. Team Collaboration: Support and train team members, fostering a collaborative environment.9. Time Management: Prioritise tasks effectively to meet deadlines and production targets.10. Proactive Approach: Monitor order delivery dates and address potential delays promptly.What you'll get in return:
  • Competitive Salary
  • 33 holidays a year, inclusive of Bank Holidays which increases with service,
(Option to sell/carry over).
  • Enhanced Company Maternity and Paternity pay.
  • Westfield Health Cash Plan.
  • Fitbit Care Programme.
  • Long service awards.
  • Staff rewards and discounts on our KeyStaff platform.
  • Health Assured (Employee Assistance Program).
  • Life Assurance.
Established in 2015, IG Masonry Support has built a solid reputation in the high rise building sector for the development and manufacture of innovative stainless steel masonry support and brick slip soffit systems. Combining optimum performance with design flexibility, IG Masonry Support’s range is widely specified and installed in a wide range of high profile projects. With ongoing growth, IG Masonry is now a multisite operation with locations in Swadlincote and Overseal (South Derbyshire), and, Cookstown (N. Ireland) to service both UK and Irish construction markets.Why join us? Click to find out more.

Keystone Group