Overall accountability for the successful delivery of the project remains with the Arcadis Way Project Manager.
Project Assistant responsibilities will be delegated by the Project Manager, and may include:
General Project Management Support:
- Preparing periodic status reports.
- Coordination and set up of kick off and progress meetings, logging, and monitoring action items.
- Supporting the PM with
- tracking and monitoring project schedules
- resource planning/coordination with resource and department managers to ensure availability aligned with any changes in requirements
- Supporting in creation and update to the Project Plan (including health and safety plan),
- Update to risk management and lessons learnt records
- Coordination with suppliers to confirm availability, challenge and review services delivered and review of invoices for services rendered
- Collation of data to support progress reporting and project reviews
- Develop and maintain standardized document control procedure.
- Manage document repository such as Collaboration Hub or any local project site compliance with organization and maintenance of key documents.
Project Management Support within Arcadis ERP:
- Ensuring correct resources are assigned and making updates to personnel and dates of assignment, ensuring the appropriate communication to ensure availability outside of the system regarding any changes
- Tracking correct time booking including resolution where in needs to be moved or reassigned, in collaboration with the project manager.
- Raise Purchase Requisitions as directed by the PM
- Project Forecasting/Reforecasting: determine updates to project forecast with Project Manager and generate forecast for Project Manager to submit and Operations leadership to approve.
- Support in Project Updates: monitor and update project settings/classifications in the relevant Arcadis ERP system, update in-system project financial plan, advise change in project contract to Finance and coordinate with Finance for approval of contract and/or bill rates to ensure revenue is captured correctly.
- Support in the monitoring of project costs, monitor revenue performance, transfer of time where incorrectly booked as requested by the Project Manager, monitor multipliers/EBITA (project profitability), assist with updating rates/fee schedules for client approval and track overall project budgets.
- Participate in Project Reviews with the Project Manager, collect information to support completing online Project Review form.
- Monitor project work in progress (WIP), invoice submittals, and outstanding accounts receivable with the Project Manager.
- Project Close: review status of costs and invoicing ahead of project closeout, review and advise the Project Manager that all project costs are invoiced and paid, update the project status to Closed Open to Collect in Oracle, and coordinate with Finance for their final review and closure of the project.
Qualifications and Experience
- Minimum 4+ Years of experience in Project and Program Management.
- Proficient in the use of Arcadis Project Management Systems
- High level of competency with Financial and Project Management system in setting up and managing a project in Oracle or other financial systems used.
- Excellent analytical skills, with strong attention to the project details and cost management.
- Ability to produce quality communications and demonstrate an aptitude to learn and be trained.
- Forming positive and efficient working relationships with project teams throughout the project life cycle.
- Foster spirit of collaboration and avoiding blame cultures.
