Project Team Assistant

Key Responsibilities

To have responsibility, to continually help and improve the processes relating to the Organisation's Quality Management, Health & Safety and Environmental Management systems and to comply with statutory and regulatory requirements of the Organisation. Any other duties that the company may reasonably ask you to perform which are within your expertise and skill sets.

Key Accountabilities:

• Site visits Compliance
  • Ensure all necessary paperwork/permits are on site for the execution of project works. Check all paperwork is in date.
  • Site visits and site checks in line with MJM Quality management systems.
  • Identify any non-conformances and report back to safety manager/project manager.
  • Stay up to date with relevant regulations and ensure compliance with industry standards.
  • Collaborate with regulatory bodies to ensure adherence to legal requirements.
  • Be approachable, knowledgeable, an effective listener and be able to deal with any conflict or ambiguity to resolve issues.
• Gantt charts
  • Develop and review Gantt charts specific to each project and tasks. Amend documents all versions.
  • Learn new systems as required to tailor to individual client needs.
  • Implement strategies to minimize risks and enhance overall safety.
• Document control
  • Establish and maintain an effective document control system.
  • Organise and manage project documentation, ensuring accessibility and accuracy.
  • Collaborate with different departments to streamline document flow.
  • Prepare comprehensive documentation for each job including all necessary documents, certifications for uploading to the client.
  • Co-ordinate with project teams to gather relevant information.
  • Keep dated records of transmittals and documents sent to the client.
• Labour and Materials
  • Resource materials and consumable items as project requires.
  • Plan and resource labour inclusive of sub-contractors when required.
  • Plan the works schedule for all Project works in progress.
  • Assist PM with any Project needs.
  • Plan transport, deliveries, passes for sub-contractors, and materials for projects.
  • Liaise with project managers to ensure all required assistance for work in progress and future works are managed and controlled efficiently.
• Estimating and Costs
  • Assist PM with Estimating works, seek competitive prices from suppliers and trades when required.
  • Allocate costs and Invoices to Projects throughout the project.
  • Keep records and update the project costs system to ensure accuracy and profitability.
  • Assist PM with reporting accurate performance results for revenue and GP.
  • Assist PM with purchase order allocations and invoice allocations to the works system.
  • Assist PM with hire equipment management to ensure no overrun charges are incurred.
  • Assist PM with Time sheet allocation and labour costs management.

Key Skills/Experience:

• Relevant experience in a similar role, preferably in a construction industrial mechanical electrical setting.
• Familiarity with Heathrow Airport regulations and procedures (training given).
• Strong organizational skills and attention to detail.
• Excellent written and verbal skills.
• Proficient in Microsoft Outlook, Word, and Excel.
• Ability to order materials and check deliveries.
• CAD or drawing experience (not essential).
• SAGE and Simpro office systems (training will be provided).
• Car driver, full clean UK licence required.
• Willing to undertake airside driving test.

Measure of Success (KPI’s):

• Continuous development.
• Monthly informal appraisal and action planning.
• Evaluate gaps in learning/training.

We Value:

• Ability to be passionate, energetic, driven with a desire to succeed.
• A result-driven and energetic approach to opportunities and challenges.
• Adaptable to changing situations in a fast-paced environment.
• A positive attitude and enthusiasm.
• The ability to communicate well at all levels of both MJM and client.
• Able to work autonomously and as a team player.
• Self-motivated.