- The Project Assistant performs the timely and accurate activities related to Arcadis Way of Project Management to support the project manager across the lifecycle of a project
- Responsibilities may include administrative tasks around updating schedules and resource plans, maintaining project documentation, delivering supporting information to understand project progress sand support project reviews (health checks), and preparing progress reporting information
- In addition, the project assistant may be called upon to schedule meetings and coordinate communication among team members and helping to monitor project progress
Role accountabilities:
Process Delivery
- Typically supports projects up to the value of 500k, with light/low project complexity with direct supervision and guidance of more experienced team members.
- Have knowledge and understanding of Oracle ERP and the Arcadis Way of Project Management.
- Support the collation of project planning information to enable effective set up of projects in the ERP (including confirming contract value, contract type, rates, pay terms, address details, taxing criteria, etc). Consult with the Project Manager and Project Finance when contract documentation is not provided to fully document requirements and provide a suitable audit trail.
- Review and update the Oracle workplan as needed with direction of the Project Manager to ensure resources and dates/ durations of tasks are correct.
- Review cash flow management that debts have been paid and invoices have been requested in a timely fashion and in accordance with the contract and project status.
- Raise purchase requisitions and attach the supporting documents to PO (Purchase Order) creation. Ensure agreements are in place for suppliers/ subcontractors can be used and manage PO spend on the projects.
- Follow monthly deadlines from Project Finance to proactively drive the need for invoicing and communicate with the Project Manager related invoicing delays.
- Monitor the Global Invoicing Dashboard for invoicing needs and continuously check payment statuses
- . Assist in ensuring compliance to project management processes such as the tagging (identification) and completion of mandatory project control documentation (key documents) on the Collaboration Hub (Project SharePoint site)
- Monitor working capital for projects in weekly/ monthly Project Manager meetings. Reviewing WIP and liaising with Project Finance to provide insight and commentary to project controller to support with working capital reviews to drive lower DRO. Highlighting and escalating to Project Finance any risks to WIP or expected delays to the billing schedule, at the project level expected changes
- . Review project financial performance, including cost and revenue with the Project Manager including preparation of data for progress reporting. Liaise with Project Finance to provide insight/intervention to support performance.
- Attend project reviews for assigned projects and take note of actions and updates required that they are responsible for completing, post review.
- Review project forecast changes, escalating to the Project Manager and Project Finance to support where material financial impact is expected.
- Support the review and update of financial forecasts based on the project status and progress.
- Be accountable for your project deliverables and notify the Project Manager and Line Manager if expectations cannot be met.
- Support in the documentation of risks and risk treatment plans and following up on status of mitigation actions.
Qualifications & Experience:
The candidate should have;
- Proficient capability in MS Word, Excel and PowerPoint which is part of daily Project Assistant activities.
- 0-2 years related experience in any administrative or project support background.
- Relevant work experience in project management and finance activities.
- Proficient in written and verbal English is mandatory.
- Experience in Oracle systems is preferred.
- Proficient in Microsoft applications is required (Excel, Outlook, and Word)
- Result oriented and attention to detail. Communicate effectively both verbal and written.
- Strong analytical and problem-solving skills
- Proactive and a committed team player
- Can work on flexible hours to meet changing work environment and to meet tight deadlines, specifically around month end close. For this role Arcadis values professional experience across the following priority areas:
- Breadth of experience: Able and willing to communicate clearly and timely, ability to meet deadlines, deliver accurate and correct quality work.
- Driving innovation: Be mindful and be curious of innovative solutions to drive an effective process.
- Data and technology: Develop skill set and competency to use tools and technology required with the role. Be curious:
- Demonstrate and develop curiosity in oneself and others; Include Arcadians on a journey of discovery and co-creation. Be comfortable to ask questions and find resolution. Have a global awareness, and future thinking mindset.
- Intrigued to learn about digital enhancements and innovative.
- Build stakeholder relationships that are value-adding, engaging and purposeful.
- Incorporate a human-centric, experimentation and continuous learning mindset to lead innovation and transformation.
- Actively engage diverse points of view and engage with healthy issues-based conflict. Accepting support from leaders to manage situations
- Drive success:
- Create a sense of shared ownership and responsibility balancing this with decisiveness for own actions. Take ownership for responsibility, creating clarity, motivate and align others. Internalize organizational goals, making them one s own personal stretch goals. Are outcomes focused and do not avoid challenges. Actively look to participate in shaping the future of the organization.
- Ignite passion:
- Personally, role model own commitment to improving quality of life and putting sustainability at the core. Apply an adaptive style to engagement that is culturally sensitive and appeals to the personal needs of others. Bring clarity and clear communication. Build trusted relationships through authenticity and demonstrating integrity
