Project Manager

Overview:

HKS London is seeking a Project Manager to join our team.
A position primarily focused on the administrative and financial management of projects, supporting the assigned team, and assisting the PIC and Project Leads in delivering project successes. Possesses project management and strong communication skills, a flexible attitude, ability to solve problems creatively and ability to support effective client relationships. Highly organised, personable and detail-oriented.

Responsibilities :

Administrative Duties:

• Prepares meeting agendas and meeting reports for project teams
• Schedules and organises team activities such as meetings, conferences and interviews
• Arranges and approves assigned team project-specific travel bookings
• Oversees expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence, and presentations
• Manages and updates assigned team calendar
• Ensures new projects, leads and marketing efforts are correctly entered and tracked in the CRM
• Ensures firmwide and regional document control and management system procedures are followed
• Facilitates communication within the team

Project Duties:

• Develops a comprehensive understanding of their project’s mission, goals, timelines, milestones, needs and progress
• Assists the Project Leads and PIC with Client Communication
• Assists the PIC in the development of project contracts and add services liaising with in house legal team and external partners
• Supports the day-to-day management of the project, under the supervision of the PIC and/or Project Lead
• Collaborates with PIC or other Project Leads on the programming and planning of the project including the development and updating of Job Cost Budgets (JCB), Project Work Plans (PWP) and implementation documents
• Develops Sub-Consultancy agreements and Scope of Services under the guidance of the PIC, ensuring company Appointment of Subconsultants procedure is followed
• Checks and approves project related expenditure and invoices 
• Monitors project goals, milestones, budgets, programmes and flags issues to Project Leads and/or PIC.
• Develops skills of persuasion and negotiation on critical issues throughout the scope of the project
• Assists in the preparation for client presentations, user group meetings, stakeholder engagement etc. as needed
• Oversees project meeting management, including scheduling, preparing agendas writing meeting reports and maintaining action items log on regular basis
• Develops risk register collaborating with the Project Team, PIC, Legal team, and client to resolve issues
• Ensures project auditing processes for design, quality and environmental are completed and follow up actions executed in a timely fashion
• Attends site visits as necessary
• Ensures QA/QC processes are followed
• May be responsible for multiple projects at any given time with responsibilities varying per project

Cultural:

• Performs work in a manner that demonstrates an awareness of and an appreciation for the firm’s cultural values, including a commitment to quality, innovation, learning and growth
• Facilitates team’s self-evaluation to distill and distribute project lessons learned within the firm
• Supports efforts in attracting, training, retaining, growing and recognising diverse talent
• Encourages a healthy team environment free from conflict
• Fosters and maintains a collaborative professional working relationship with the project team, including promoting communication and creating approachability

Financial:

• Works with the Billing Coordinator (BC) to prepare and issue assigned project invoices in line with fee schedules and milestones and HKS procedures
• Develops and generates project financial reports using HKS project tools
• Understands fundamental accounting principles and the project accounting process
• Understands assigned team’s project numbers, reviews and ensures timesheet compliance across the team
• Assists PIC with the development and management of project Job Cost Budgets and resourcing projections, amending as required
• Understands assigned teams project numbers, reviews and ensures timesheet compliance across the team
• May review practice area profit and loss statements and financial reports
• May input into annual budgeting and forecasting for practice area
• Understands project costing and supports the PIC in preparing Scope of Service, Fee Proposals and Additional Service requests
• Supports the PIC and their assigned team in keeping to defined budget requirements and planned utilisation rate, recalibrating as required

Revenue or Opportunity Generation:

• Supports PIC and other senior staff members in new business development and marketing strategies
• Supports leadership on project pursuits, marketing efforts and industry events to maintain existing client relationships and establish new business
• Updates relevant business development trackers
• Assists PIC and project leads in developing and negotiating scope and fees; monitors for changes in scope to initiate additional service letters
• May participate in marketing interviews
• May assist PIC in Go/No-Go Process
• Identifies, maintains and cultivates essential relationships

Qualifications:

• Accredited Master’s degree (preferably in Architecture or equivalent in education or experience)
• Professional accreditation preferred
• Typically 5+ years of related experience
• Experience in MS Office Suite, including Microsoft Project and Teams preferred
• Knowledge of project planning software required
• Understanding of project management methodologies and principles
• Knowledge of architectural software such as AutoCAD, Revit, Navisworks, Rhino
• Understanding of QA/QC processes
• Experience with Adobe Photoshop, Illustrator and InDesign graphic software preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise and professional manner both verbally and in writing
• Ability to proactively problem solve and collaborate on innovative solutions
• Ability to work in team environment
• Ability to prioritise tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality

Travel will be required.

The information contained in this job description is intended to serve as a minimum requirement and guideline — not as a guarantee — for promotion to this level. Some additional criteria, qualifications, or expectations may be required by service, sector or practice group.

If you currently work for HKS, please submit your application via the Internal Careers Portal.