Technical Coordinator

Title: Portfolio Manager
Department: Asset Management
Responsible to: Director Asset Management
Scope: The Technical Coordinator will provide administrative support across the various technical operations, ensuring smooth coordination of projects, inspections, and internal communications. You will be key in maintaining efficient systems, managing resources, and assisting with budget and finance tracking within the ALM technical team.

This role is crucial in supporting the ALM technical team by ensuring seamless coordination of meetings, inspections, and project planning. Key responsibilities include scheduling meetings, managing documentation, and assisting with inspection reports and technical filing systems. The role also involves coordinating travel and logistics, supporting finance and budget tracking, and collaborating with various stakeholders. Additionally, the position plays a vital role in process improvement and organisational efficiency, ensuring smooth operations across technical and administrative functions. This is an excellent opportunity for a detail-oriented and proactive individual who thrives in a dynamic, fast-paced environment.

Role and responsibilities

• Meeting Coordination and Documentation
  • Schedule and organise weekly ALM technical team meetings, including agendas and minutes.
  • Coordinate with stakeholders to finalise and distribute accurate meeting minutes promptly.
• Inspection and Reporting Support
  • Assist with the planning, preparation, delivery, and administrative review of pre-purchase, lease monitoring, and return inspection reports.
  • Maintain MS Planner and inspection follow-up listings for scheduling, reports and inspections.
• Resource and Project Planning
  • Update and monitor the Technical Events Overview (TEO) project sheet to highlight resource availability and constraints.
  • Use project planners and trackers to ensure alignment with timelines and milestones.
• Technical Administration
  • Manage technical filing systems ensuring accurate documentation and compliance with indexing and archival processes.
  • Maintain contact details for technical inspections, subcontractors, and project stakeholders.
• Travel and Logistics Management
  • Arrange and coordinate long-haul travel for ALM staff and subcontractors, adhering to budget and schedule constraints. Maintain travel logs, calendars, and logistics emails, ensuring proper documentation and approvals.
• Finance and Budget Support
  • Assist the Finance Manager with technical purchase orders, project codes, supplier invoices, and budget tracking.
  • Keep project finance records updated, including invoice tracking and reconciliations.
• Collaboration and Ad Hoc Support
  • Assist with the preparation, resource availability guidance, delivery, and administrative review of ad hoc inspections and projects.
  • As required, provide administrative and IT support to the Finance Manager, Office
• Administrator/Manager, and Head of Legal.
  • Work with the technical team on ad hoc tasks, including process improvements and administrative troubleshooting.
• Process Improvement and Organisation
  • Continuously review and enhance administrative processes for efficiency and accuracy.