Assistant Project Manager

Role description

The purpose of this role is to:

- To provide administrative support to project management, project engineers and project accountants
- To maintain neat, orderly, complete legal documents and project files
- To be flexible in assisting other team members as needed
- To take responsibility for delivering delegated tasks and be accountable for task deadlines

Specific Duties:

1. Meet regularly with the Project Manager, Engineer and Accountant to understand the specific needs of each job and determine where assistance is needed. Assistance may be in tracking submittals and RFI’s, making copies, reviewing and sending out meeting minutes, following up with subcontractors or material suppliers to ensure the proper documents are received; and other needs as required

2. When a new job number is assigned, an appropriate electronic and main file is set up per standard operating procedure

3. Proofread, distribute and file all Project Manager correspondence. Includes, but is not limited to, owner AS contracts, subcontractor contracts, purchase orders, payment applications, change orders, proposal letters, meeting minutes, materialmen notices, punch lists and transmittals. Confirm desired method of distribution (fax, e-mail, or mail). NOTE: All filing must be 100% current by close of business each Friday

4. Maintain open and frequent communication with the Project Manager to ensure priorities are set and expectations are clear

5. Duties may change from time to time at the employer’s discretion

This role typically involves working under the guidance of Senior Management so that they can effectively manage their external clients contractors, consultants and other key stakeholders. Key accountabilities and types of activities include:

- Develop and maintain good relationship with the client that is based on trust and integrity.
- Work with Senior Management to determine what is required to meet their clients needs and deliver on that.
- Communicate effectively, regularly and proactively with Senior Management so that they can keep their Clients updated regarding progress and emerging issues.
- Deliver on time.
- Preparation and maintenance of Project Plans (e.g. Project Execution Plan, Design Management Plan, Quality Plan etc.)
- Procurement of design consultants, construction contractors and other specialist consultants
- Contracts administration and claims management
- Management of statutory approval and design development processes
- Issues, risk and dispute management
- The delivery of project management services to your client to agreed scope, schedule and fee budget
- Set up and maintenance of the various registers (e.g. Risk Register, Change/Variation Register, Lessons Learned Register, etc.)
- Set up of Project Calendars
- Set up and maintenance of the project controls / monitoring tools
- The timely provision of the necessary project reports
- Leading project meetings and preparing minutes
- Financial tasks
- Managing change/variations, risks/opportunities, the project organisational structure, etc.
- Being responsible for the financial and commercial performance of the project. This may require specific negotiations with the client to manage these aspects of the project.
- Contracts administration of those that we manage for our clients and for Empire
- Generating new sales.
- Work is to be carried out in accordance with the Empire Quality Management System and the project specific requirements as described in the relevant Project Plan.
- Prepare for and participate in Project Audits as required.

Skills & Requirements

- Demonstrate behavior consistent with Empire’ values and policies.
- Ability to form & foster collaborative relationships within the business and externally.
- Demonstrate commitment to personal and professional development.
- Strong organisational skills, ability to multi-task and a self-starter.
- Strong communication and presentation skills, both written and verbal.
- Continually looking to improve project delivery through challenging and improving documents, structures and processes.
- Maintain high work standards, minimise errors and maintain attention to detail.
- Work co-operatively, positively and collaboratively respecting others’ opinions with a focus on directing the team to achieve project objectives.
- Demonstrate flexibility in approach to work and workloads.
- Ability to work under pressure and to perform steadily during peak work load.
- Ability to delegate tasks appropriate to the skills of nominated staff.
- Ability to impart skills and train others.
- Understands and follows Empire Code of Conduct
- Has strong business ethics and is aware of and refers where appropriate Anti Bribery and Corruption (ABC) matters
- Develop an understanding of the Empire policies, Quality Management System and relevant company procedures
- Develop an understanding of the Empire systems
- Develop an understanding of the Empire project delivery tools
- Develop personal project management skills both soft and technical to enable innovations to be developed and implemented on projects
- Provide assistance to the Manager in the development of the Project Management Team.

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