AECOM Project Managers Assistant in Basingstoke, United Kingdom

United Kingdom - Hampshire, Basingstoke

Job Summary

The Project Managers Assistance role is to assist our project managers with the financial control of

their projects using our in house ePM software. The projects we are involved in have fees ranging

from a few thousand pounds up to several million with programs over several years. PMs are busy

and require support to manage their finances which will include setting up new projects, monthly

reports, adding additional fees, completing their estimates to complete, invoicing and collecting cash

and other related tasks.

PMAs work closely with the project managers throughout the lifetime of the projects.

RESPONSIBILITIES:

Operations Support

  • Provide support to Operations team by preparing required monthly reports

  • Provide support to Operations team by reviewing weekly Utilisation reports

  • Provide support to Operations team by reviewing monthly indirect costs

Project Opportunity

  • Assist in the entry of the project into Salesforce and help monitor Go/No Go status.

  • Assist with documentation and completion of risk assessment.

  • Assist with documentation required to support Go /No Go approvals, focus around financial.

Project Planning

  • Assist with Client set up and checking billing entity

  • Assist with document management of key business records as appropriate Assist with project set up in ePM including support with creation of work breakdown structures

  • Assist in pulling together documentation required to support project submission in EPM (In Delegation of Authority (DOA) approvals when not in contract).

  • Assist in co-ordination with Project Accountant to ensure project set up is actioned correctly and timely.

  • Assist Project

Scope, Approach & Deliverables Management

  • Assist with monitoring the schedule and ensure EPM end dates are updated.

  • Assist with creation of project deliverables list and method to monitor & control, as appropriate and assist with monitoring and administration of change control requests.

Budget & Schedule Management

  • Assist Project Managers in identifying where spend is incurred outside of contract and support gathering appropriate approvals in line with delegation of authority

  • Assist in gather rates and resource data to support EAC updates

  • Liaise with Operational Finance to support regular project reporting

  • Assist in updating billing rates within EPM as appropriate.

  • Liaise with Project Accountant to help identify costs incorrectly booked to projects which require transfer.

  • Assist with timely invoice requests through Aecom Billing & Collections (ABC) software and liaise with Project Billers to ensure accurate and timely invoicing.

  • Review aged debtors report with Project Manager and capture and track actions required.

  • Assist with general support in managing Integrated Management System (IMS) requirements & document management.

Change Management

  • Assist with process of updating EPM for change orders, variations and associate cost budget changes required

  • Liaise with Project Accountant to initiate changes to project status (on hold or closed) including consideration of final invoices – unbilled etc.

  • Review on hold status of projects with Project Manager on a quarterly basis.

  • Assist with EPM updates and approvals around segmentation

Contracts

  • Monitor to ensure contract documentation is in place for each project and prompt Project

  • Managers as necessary.

  • Monitor adherence to processes regarding interface with legal department/commercial director

  • Assist in completion of intercompany (ICAs ) and sub consultants agreements where necessary.,

Resources

  • Assist in the monitoring of the accuracy of time recording

  • Provide Project Manager with APCI data for regular review & monitoring of resources

  • Support Project Managers in ensuring contract workers are appropriate procured and set up in

  • the systems, ensure approvals are in place for rates other than standard FBL’s.

Stakeholders & Communications

  • Assist with production of monthly business group review pack (BGR)

  • Support to Project Manager in reviewing Net Promotor Score information.

  • Assist in documenting lessons learned following project close out including liaising with Project Accountant

Project Reviews

  • Provide regular reviews to Project Managers to go through any project issues eg., remaining contract value against work outstanding, gross margin issues, adjustments including monthly update of estimates at completion (EAC)

  • Provide and drive schedule of One Reviews ensuring adequate project participation

  • Support Project Manager in updating EPM

  • Assist in responding to questions arising from Finance

  • Assist in preparation for IMS/ISO and other non-financial audits.

Minimum Requirements

  • Good analytical & problem solving skills essential

  • Must be pro-active and demonstrate ability to see things through to the end

  • Ability to manage details

  • Excellent written and verbal communication skills

  • Ability to be resourceful, hands on and work both independently and as part of high-performing team

  • Ability to prioritise and juggle multiple duties in a fast-paced environment

  • Works independently as well as part of a team, willingness to work with multiple different colleagues on a variety of initiatives

  • Ability to take initiative and ownership. Self-motivated.

  • Some flexible to work outside normal working hours to meet deadlines.

  • Able to work under deadline pressure to meet business needs

  • Self-motivate to identify metrics that need attention and to work with PMs to complete.

Preferred Qualifications

  • Good GCSE’s and or A Levels or equivalent in Math’s and English

  • Ability to use and manipulate Excel spreadsheets

Your benefits will include:

Helping our employees achieve a healthy work-life balance is important to us. If you join AECOM, as well as receiving a competitive salary, you’ll also have the opportunity to explore flexible working arrangements. Core benefits include 25 days’ annual leave, company pension scheme, private medical insurance, life assurance and one paid annual professional institution membership fee. You can also choose from a wide range of flexible benefits to suit your lifestyle.

You’ll also be able to give back to communities with up to two paid CSR days each year. Through our charity, The AECOM Foundation, you can volunteer to support children in developing countries. And if you’re a member of the Reserve Forces you’ll receive an additional 15 days paid leave for training commitments.

What We Offer

When you join AECOM, you become part of a company that is pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions inclusion, diversity and overall employee well-being through programs supported by company leadership. Our core values define who we are, how we act and what we aspire to, which comes down to not only delivering a better world , but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

Job Category Engineering - Structural

Business Line Buildings & Places

Business Group Design and Consulting Services Group (DCS)

Country United Kingdom

Position Status Full-Time

Requisition/Vacancy No. 201272BR

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.