Lifecycle and Decarbonisation Assistant in London

Immediate start available, 6 months initial duration. The Lifecycle and Decarbonisation Assistant will provide administrative and financial support to the Asset Management Programme Manager and Asset Teams. This role will focus on ensuring the efficient tracking of programme milestones, managing procurement and financial processes, and maintaining communication across all stakeholders.

The Assistant will be integral in compiling reports, tracking budgets, and managing timesheet data, while supporting the coordination of project activities and resolving any potential issues. The role will ensure completion of all mandated Health & Safety training, including eLearning modules, within required timeframes to maintain compliance with statutory and organisational standards.

Research and Information Management

• Conduct web and literature searches to gather information on suppliers and specific topics.
• Access, update, and maintain accurate records of engineering assets, site plans, and O&M manuals in collaboration with relevant personnel.
• Maintain and update the Lifecycle Construction Management Plan (CMP) by adding, editing, or removing entries and running required reports.

Collaboration and Communication

• Liaise with faculties and departments to keep lifecycle information current and aligned.
• Foster communication with the King’s Sustainability team, ensuring shared knowledge and maintenance of relevant documentation.
• Act as a point of contact between programme managers, project managers, and clients to promote clear communication.
• Provide programme updates and address client queries in a timely and professional manner.
• Monitor and escalate programme-related issues to the programme manager when necessary.

Procurement and Financial Administration

• Manage procurement activities, including raising requisitions, purchase orders (POs), and goods receipts, as well as resolving invoice queries.
• Maintain the PO register, ensuring records are accurate and accessible.
• Reconcile purchase orders with invoices, ensuring proper documentation is filed.
• Track orders to meet project deadlines and operational requirements.

Registers and Records

• Maintain a register of approved specialists, such as Quantity Surveyors and other consultants, from the Preferred Supplier List (PSL).
• Raise task orders and contracts for work with suppliers/vendors.
• Assist on the Dovico timesheet system, ensuring data is accurate and up to date.

Logistics and Administrative Support

• Organise and coordinate meetings and workshops, managing logistics to ensure smooth execution.
• Prepare meeting agendas, document minutes, and follow up on action items to ensure accountability.
• Support team members with scheduling, correspondence management, and maintaining documentation.
• Assist in creating presentation materials and summaries for team and management reviews.
• Handle work permits, arrange access to sites, and coordinate other logistical details as needed.

Team Support and Development

• Assist with onboarding and training documentation for new team members.
• Provide general administrative support, demonstrating flexibility in adapting to changing priorities and procedural updates.

Skills and experience:

• Proficient in procurement processes, including requisitioning, PO management, and invoice reconciliation.
• High standard of General Education, English and Maths.
• High-level analytical and problem-solving skills to address challenges, and propose optimal solutions.
• Competent in using IT systems for scheduling, reporting, and data management (e.g., Dovico, CMP).
• Excellent computer skills using Microsoft Office and particularly Microsoft Excel.
• Strong organisational skills with attention to detail and the ability to organise meetings, prepare agendas, and document minutes effectively.
• Excellent communication skills both oral and written, including experience in maintaining and updating registers, timesheets, and documentation systems.
• Desirable - IOSH Managing Safely or equivalent.
• Desirable - Degree or equivalent relevant qualification.
• Desirable - Knowledge of Microsoft SharePoint.
• Desirable - Familiarity with working in higher education sector.