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Project Management Assistant
2 weeks ago
**Location: Office based with travel as required - The role may involve UK-wide travel from time to time as required for client and site visits**:
**Reports to: Senior Programme Manager**
**Hours: Full Time**:
**About us**
Rock Power Connections is a leading Independent Connections Provider. We're specialists in designing and installing new and upgraded electricity connections to business, industry, commercial properties and EV charging hubs. We offer the highest quality for the best value and have a proven track record of quality and safety. Rock Power Connections offers all of its customers a full project management and delivery service from initial design to the final switch-on.
**About the role**
The role of Project Management Assistant is to provide a full range of administrative and business support services for the Project Management Team. The role will involve liaising with clients,external stakeholders, and suppliers as required. The role will be about ensuring that we deliver projects efficiently and to time and budget, whilst ensuring that clients and stakeholders are kept fully engaged.
**Essential Skills & Education**:
- **5 GCSE's at Grade C or above, to include Maths and English Language**:
- **Experience of working for an ICP**:
- **Focused and self-motivated with the ability to work independently and as part of a team**:
- **Exceptional organisation and time management skills**:
- **Ability to work under pressure**:
- **Excellent written and verbal communication skills**:
- **Excellent numerical skills**:
- **Working knowledge of Microsoft Office Applications - Outlook, Word and Excel.**
**Desirable Skills & Education**:
- **Degree Level or equivalent, or currently working at or above Graduate level**:
- **Project Management experience/qualifications**
**Key responsibilities**:
**Paperwork**
- **Updating Programmes of Work** - supporting PMs on updating their programmes andkeeping the client informed of any key date changes.
- **Work packs and RAMs** - assisting PMs with collating work packs and RAMs and issuing to the delivery team via Reflow (and issuing to site if required).
- **Completion** Packs** - Supporting the PMs on compiling completion packs by assisting in the filing and recording of required paper work throughout the project life cycle. Proactively chasing team leaders to return paperwork back to the PM in a timely manner and that returned paperwork corresponds to the activities they were asked to carry out in the work pack.
- ** As-laids** - Proactively requesting these from site in a timely manner as soon as site have laid ducts. Similarly with offsite works, if we are using sub-contractors and as-laids are requiredproactively chasing these as soon as works are completed.
- **Maintaining Project Logs and a Master Overview** - Ensuring project logs are kept up to date so we can clearly see when specific project milestones have been reached, invoices issued etc. Proactively updating the overall portfolio master spreadsheet of live projects which shows whether the key elements are in place PoW, RAMs, completion pack etc with a RAG dashboard that highlights what is missing for projects.
**Record Keeping**
- **Filing signed RAMS and Paperwork from delivery team** - from Reflow into the relevant contract folder.
- **Recording Additional Support** - recording a brief log on each site where Rock exceeded expectations e.g. corrected something for site that was not within our scope, or perhaps wavered variations/abortive costs when site caused delays.
- **Variations** - Supporting the PMs on issuing and tracking variations. These should be issued to clients promptly using the variation template, signed and returned by the client, and sent to finance so invoices can be raised.
- **Tracking material spend and labour allocation** - logging costs of any materials ordered to the financial sheet, and supporting PMs to do the same. Ensuring PMs review the labour hours report to flag when labour hours have gone over budget for no clearly explained reason. This can then be investigated.
- **Designs** - Using the design log produced weekly by ICP Services to keep track of when design SLAs are due, monitoring approvals through to legal instruction. Supporting PMs on design amends throughout the project life cycle, again using the design log to track when amends have been approved by the DNO and IDNO (some amends don't need approval they just need to be sent off to notify the DNO/IDNO of the change). Always ensuring the latest version of the design/construction pack is saved in the contract folder and old versions are archived. Helping to ensure the delivery team and site are issued and always working to the latest approved pack.
- **Reflow** - Following training on Reflow, support the PM team with Reflow tasks, implantation of new forms as directed by PM and operations Team.
**Operational Coordination**
- **Labour** - supporting PMs to ensure internal labour is booked and coordin
