Telecom Payloads Commercial and Administration Officer

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.

Responsibilities:
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

Maintain
? 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.

Desirable:
?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.