Project Assistant

**Department Support** - Reviewing and approving timesheets, informing Business Unil Leaders (BULs)of any non-conformances. - Compiling department performance statistics either through the use of BST, PowerBI or production analysis, including breakdowns of chargeable and *NCH and *PRO time, and liaising with the BULs, PMs and Finance to address any issues. - Tracking project status (proposal, chargeable, closure) and liaison with PM's, Finance and Department Assistants ("DA's"). - Assistance to the BULs with regards to production and project queries (where required). - Support audit activities related to financial and PMS tasks - following up on audit findings and tracking the completion of recommended outcomes / actions, assisting the PM's where necessary. Communicate Accounts and Project Management processes effectively with key stakeholders, ensuring business standards are upheld. **Company / Financial Tracking Support** - Responsibility for the collation, tracking, management and liaison with PMs, BULs, Finance and Company & Commercial including attendance at the relevant meetings, for the following activities: - Debtors, including the full debtors list and monthly target lists. Reviewing, and updating information distributed by Finance. Collating PM commentary and assessment on bad debt provision. Monitor all outgoing invoices and follow-up on overdue payments. - Aged WIP / Deferred Income ("DI"). - Work on Order. - Invoice / Cashflow tracking / forecast - Including tracking the invoice progress through the invoicing period, tracking WIP accumulated and flagging budgetary issues, and monitoring write-offs provisions. - Provide summary figures (monthly, YTD etc.) to BULs as required and support Company management activities (e.g. management/ PLG meetings) to be defined and developed as required, to include but no limited to: Debts, Invoicing, Work on Order and WIP status for the Company, department, sub-team (as required). **PM Support** - Act as the PMs contact for PMS, debtors, invoicing, WIP queries. - Assist PMs and provide liaison with Company & Commercial in the preparation of: - Sub-Consultant Agreements - one off and call-off agreements, assignment notification; - Inter-company agreements - ICC/ICWA documentation, variation orders and acts of acceptance. - Be an alternative contact for PMs for receiving sub-consultant/inter-company timesheets and invoices, and any queries. - On a case by case basis, provide individual PM's with additional project management support, where this may include, but not limited to: - _Admin_: - PMS tracking of department projects in relation to PMS status, including but not limited to setting up projects, updating data, adding data to the PMS from proposals, adding project notes ensuring feedback can be obtained. - support PMs with inputting PMS and BMS information and advise on changes / updates of BMS processes. - _Financials: _ Budget preparation/tracking, costs tracking (expenses, Associates, inter-company), WIP/ DI tracking, invoice preparation, invoice tracking and client invoice liaison (as appropriate). Report on and review budget position/overruns with PMs. - _Contracts: _ Liaison with Company & Commercial, checking invoices meet contractual arrangements. - Support PMs to follow up Debtors in conjunction with Company & Commercial where appropriate. **Reporting** For day-to-day reporting purposes, PA's will report to the Commercial Manager. Ideally a Finance, law, business management, or project management based degree APM or Prince qualifications Experience of working in engineering or consultancy preferred Experience of working within a project team Fluent in MS Office High attention to detail Highly organised individual with strong analytical skills Ability to communicate persuasively and coherently Ability to present complex information confidently to large groups of stakeholders **Job Type**: Contract