Assistant PPM Consultant - Project Assistant

As an Arcadian, you already help us deliver world leading sustainable design, engineering, and consultancy solutions for natural and built assets. You are part of our global business comprising 34,000 people, in over 30 countries, dedicated to improving quality of life.

Everyone has an important role to play. With the power of many curious minds, together we can continue to solve the world’s most complex challenges and deliver more impact together.

Role description:

The Project Assistant performs the timely and accurate activities related to Arcadis Way of Project Management to support the project manager across the lifecycle of a project. Responsibilities may include administrative tasks around updating schedules and resource plans, maintaining project documentation, delivering supporting information to understand project progress sand support project reviews (health checks), and preparing progress reporting information. In addition, the project assistant may be called upon to schedule meetings and coordinate communication among team members and helping to monitor project progress. 

Role accountabilities:

Typically supports projects up to the value of ~5m, with medium project complexity with little to no supervision and guidance of more experienced team members.

Provide guidance to other junior team members and may begin to supervise and train others in your team.

Operational teams – collect information and co-ordinate activities required to achieve project compliance and processes.

Deliver re-occurring works with no supervision or quality checks.

Take a proactive role in monitoring and evaluating existing processes to identify opportunities and provide advice for the improvement of processes and systems.

Take full ownership of distinct elements project management assignments, ensuring standards of delivery meet defined objectives and contribute towards successful delivery of a project or programme.

Clarify scope, commit to deadlines, and deliver quality outputs at agreed times.

Take a proactive role in evaluating processes, sharing knowledge, identifying opportunities, and providing advice to help improve processes and systems.

Work independently and have an in-depth technical knowledge and practical experience to complete most tasks but will seek support from senior team member on new or unusual areas of work.

Act as a champion or sub-task led to deliver small tasks using new tools, and train others in how to use them.

To facilitate effective project management by adeptly managing and analysing data, identifying potential performance risks and issues, and implementing strategies to mitigate them.

Understanding of time and material (T&M) and Lumpsum (Fixed Price) revenue recognition type contracts to quickly learn and understand the Project Assistant role in AWPM with project setup, project modification, and project closeout.

Liaise with stakeholders from across the business to resolve queries and ensuring efficient and high-quality information and output to all internal clients.

Preparation of financial reports like project cost analysis report and labour forecasting report.

Monitor processes, share knowledge, and provide feedback on existing procedures to identify opportunities for the improvement of processes and systems.

Review and request new project setups (ACTs) including contract value, contract type, rates, pay terms, address details, taxing criteria, etc. Consult with the Project Manager and Project Finance when contract documentation is not provided.

Review and update the Oracle workplan as needed with direction of the Project Manager. Any additional task and fees should be notified to Project Finance.

Review cash flow management that debts have been paid and invoices have been requested.

Raise requisitions and attach the supporting documents to PO creation. Ensure agreements are in place for suppliers/ sub-contractors can be used and manage PO spend on the projects.

Follow monthly deadlines from Project Finance to proactively drive the need for invoicing and communicate Project Manager related invoicing delays. Monitor the Global Invoicing Dashboard for invoicing needs and continuously check payment statuses.

Assist project compliance – Collaboration Hub and ensure the mandatory documents are tagged. If not, request these from the Project Manager.

Monitor working capital for projects in weekly/ monthly Project Manager meetings. Reviewing WIP and liaising with Project Finance to provide insight and commentary to project controller to support with working capital reviews to drive lower DRO. Highlighting and escalating to Project Finance any risks to WIP or expected delays to the billing schedule, at the project level expected changes.

Review project financial performance, including cost and revenue with the Project Manager. Liaise with Project Finance to provide insight/intervention to support performance.

Attend project reviews for projects you directly support. Dependent on the review regime (fit to size) and take note of actions they are responsible for completing post review.

Review project forecast changes, escalating to the Project Manager and Project Finance to support where material financial impact is expected.

Qualifications & Experience:

At least 5 years’ experience in any project accounting and project co-ordination background.  

Bachelor’s degree in accountancy, finance, business administration or equivalent

Finance project accounting experience or project management and coordination (preferred)

PMP/ APM / PRINCE2 certifications will be an add on advantage to the requirement.

Experience operating in a global offshoring model.

Understanding of time and material (T&M) and lumpsum (fixed price) revenue recognition and metrics

Relevant work experience in project management (preferred) and finance activities.

Excellent written and verbal English is mandatory.

Ability to liaise with peers and key stakeholders in the countries you are supporting.

Experience in Oracle (ERP or EBS), SAP or Microsoft Dynamics

Proficient in Microsoft applications is required (Excel, Outlook, and Word)

Result oriented and attention to detail.

Communicate effectively both verbal and written.

Strong analytical and problem-solving skills

Proactive and a committed team player

Can work on flexible hours to meet changing work environment and to meet tight deadlines, specifically around month end close. 

Continue your career journey as an Arcadian.

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You do meaningful work, and no matter where your next role in Arcadis takes you, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark; on your career, your colleagues, your clients, your life and the world around you. 

Together, we can create a lasting legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day, which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. At Arcadis, you will have the opportunity to build the career that is right for you. Because each Arcadian has their own motivations, their own career goals. And, as a ‘people first’ business, it is why we will take the time to listen, to understand what you want from your time here, and provide the support you need to achieve your ambitions.