Project Assistant

6 months ago

Mildenhall, United Kingdom Mitie Full time

**Position Overview**

Mitie have exciting opportunities for **Projects Reporting co-ordinator and Assistant** to work in the Project Professional Services Team supporting RAF Mildenhall.

The role of the individual will be to ensure the successful delivery of Small Works and Projects from their initial inception through to handover and financial completion either on their own or in support of project managers. They will coordinate multiple project stakeholders, design consultants, principal contractors, and security-cleared suppliers while keeping meticulous records, updating trackers and providing weekly, monthly and ad-hoc reporting of support functions to ensure the contract and projects team can deliver successfully and safely.

The individual will liaise with the cost management team to keep meticulous financial records. They will support the appointment and procurement of the services of specialist designers and contractors as required to deliver their allocated projects successfully. It will be the individual's duty to record how we manage compliance with Mitie and client-agreed methodology, governance and gateway approvals. They will also take ownership of recording Health and Safety compliance on their Projects so that it is effectively managed through consultation and liaison with the CDM Principal Designer (where appropriate) and the contractor's health and safety team. They will be responsible for monitoring and controlling all changes during the Projects life cycle in accordance with the relevant contract, acting as the bridge between the projects team and the customer.

**Responsibilities**
- Manage weekly, bi-weekly, quarterly, bi-annual, and annual reporting data against all KPIs to feed into month-end Client reporting, including the capture of follow-on jobs
- Ensuring projects are delivered in compliance with the contract and governance arrangements.
- Hold review meetings with the contract teams to review performance, opportunities, and risks to produce the required internal and external reporting packs.
- Quality assurance and overall integrity of projects.
- Produce monthly Contract performance reports and KPI Calculator payment mechanism reports, ensuring contractual deadlines are achieved.
- Supporting Contract Director and Senior Project Managers in managing the project budgets, monitoring the expenditures and costs through liaison with the Cost Management Team.
- Liaise with the client to ensure the reporting packs meet contractual and client requirements.
- Facilitating the appointment of Contractors to the projects.
- Carry out internal ‘stress test' audits on performance, including reviewing paper-based KPIs where electronic compliance monitoring is impossible.
- supporting in managing the delivery of each project to the agreed level of quality, programme and budget.
- Assist with managing the CAFM systems and communicating with the CAFM support team when there are technical issues with Maximo and the BI Reporting tool.
- Assisting in the managing of third-party contributions to the project.
- Managing communications with all stakeholders.
- Recording risks to the project's successful outcome.
- Assist the project manager in coordinating all contractual requirements throughout the project process, including but not limited to:

- On-site project management.
- Project Coordination.
- Cost control.
- Forecasting.
- Supporting Programming.
- Document management, uploading and record keeping
- Health & Safety.
- Change Management.
- Contract Administration.
- Reporting progress of projects at regular intervals
- Reviewing methods of working, alternative materials etc., to maximise commercial profitability.
- Standing in for the Project Manager from time to time at client and subcontractor meetings at various locations.
- Seeking and developing ongoing continuous improvement.
- Prepare and present the reporting of operational packs.
- Provide and deliver monthly performance reports to the client with the assistance of the administration team.
- Undertake trend analysis on KPI data to drive performance improvements
- Providing aftercare services to the customer.

**What we are looking for**

Knowledge skills & experience
- Preferably degree qualified (although not essential).
- Preferably Membership of or working towards being a construction-related institute membership.
- Health & Safety qualification (CITB, IOSH, NEBOSH) (preferable), although understanding of CDM is required.
- Hold a relevant CSCS card (desirable)
- Conversant with applicable legislation, regulations and standards (desirable)
- Experience in the use of CAFM systems (desirable).
- Knowledge and implementation of the NEC 3 and 4 suite of contracts (Professional Services and Construction) (desirable)
- Have the ability to plan projects using at least one industry-standard programming package.
- Experience in assisting in delivering projects (values ranging up to £500,000).
- You must be able to deliver the above e

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