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Job Title: Project Controls Officer
Location: Blackfriars
Salary: £40k - £50k plus benefits, Hybrid 3days WFH
Job Description
Working across a range of sectors within the business, responsible for assisting senior team members of the teams with start-up, administering and controlling all aspects of a number of projects. This includes, but not limited to administration of the project plan, project documentation, time reporting and financial controls; assist in maintaining project schedules, develop and maintain project control processes and also facilitating and coordinating the delivery of design deliverables. This role is also responsible for producing month-end project financial reports as required by the Accounts department.
Key duties and responsibilities:
Project Controls & Commercial Administration involvement :
- Being deployed to projects within the practice at different stages of the project cycle, to implement processes and controls to aid the flow of information to senior members of the team and the accounts department
- To work in a flexible manner across a range of projects within the practice, based on needs and business requirements of the company.
- Working with the other members of project control team along with the senior management team to understand the upcoming needs and requirements of the controls function.
- Occasionally work with our International branches in a project controls capacity and assist with the information flow to our head office (London).
- Report to the Data Manager to co-ordinate annual leave and prioritise workload as required.
- Assist senior team members with monitoring, controlling and administering project progress and performance including scope, time, cost, quality and risk.
- Support senior team members in developing and maintaining project plans, schedules and resource requirements.
- Analyse and identify discrepancies between estimated, actual time and cost spent on a given project.
- Provide project-planning support including scheduling, budgeting, performance monitoring, variance analysis, status reporting, WIP assessment, WBS preparation and related timesheet reporting and resource planning.
- Identify trends and root causes of deviations against the baseline using lead and lag indicators, recommend remedial actions.
- Coordinate and lead planning sessions and workshops to compile the master project schedule agreeing baselines and a critical path.
- Coordinate and lead project change management process and ensure change impacts are properly integrated in project plan (scope, cost, and schedule).
- Ensure that all deliverables to the client (i.e. all documentation) is defined and presented according to our client’s quality standards
- Preparation of Applications for Payment reports and invoices
- Credit Note assessment and processing (inform Accounts)
- Manage and report on compensation event lifecycle including change management processes.
- Create, monitor and report on cumulative summary spreadsheets.
- Issue to Document Management System / Client organisation
- Liaison with Rapport (staff data, timesheet and project database system)
- Coordination and liaising with Accounts team and Data Manager as required.
- Sub-consultant related administration including processing of retention letters and payless notices.
- Time-sheeting communications and coordination related to timesheets, main contract communications, sub-consultancy agreements and change management.
- Contribute to any internal or external audits carried out on the team's projects.
- Quality Management input : Contribute to internal and external Project Audits
- General Management System involvement
- General project documentation housekeeping
- Project information archiving support
Knowledge, Skills and Qualities required:
- Excellent soft skills: team working / flexible attitude / proactivity / organisation / self-motivation / resourcefulness / diplomacy / positivity / discretion and confidentiality
- Highly numerate and have good IT skills.
- Excellent communication skills: spoken English / written English
- Attention to detail / thoroughness
- Ability to work independently and as a part of a larger team
- Good knowledge of Microsoft Excel
- Basic/general understanding of project programming principles & receptive to training in Project Controls software systems (eg Primavera P6 + MS projects)
- Highly organised & able to work to deadlines
- Previous experience of working in architecture/design led environment?
- Able to handle sensitive and confidential information
Company perspective :
- Attend and contribute to occasional company forums and meetings.
- Be familiar with the requirements of the Business Management System accreditations for Quality / Environmental / Health + Safety
- Complete timesheets accurately and on a weekly basis
