Assistant Project Manager - Project Controls

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

Overview Of Assistant Project Manager Role

This role will play a crucial role in supporting the full project lifecycle, from initiation to closure, ensuring projects are delivered on time, within budget, and to the highest quality standards. This role requires a blend of administrative prowess, analytical skills, and effective communication to manage project complexities and stakeholder expectations. A proactive problem-solver with a solid grasp of project management concepts and a strong desire to help projects succeed will be the perfect candidate.

Primary Job Functions Of An APM.

Project Planning & Initiation

• Contract Scope Definition Collaborate with the Project Manager and Design Leads to accurately define project scope and deliverables as outlined in the contract.
• Pre-Bid Support Assist in the pre-bid phase by preparing pricing estimates and managing related administrative tasks.
• Contractual Coordination Coordinate with the Legal and Commercial teams during the bidding phase to ensure contractual compliance and alignment.
• Project Setup Coordinate with Project Controls (PC) and Project Accounting (PA) teams to create new projects, WBS codes creation and ensuring all necessary documentation adheres to company procedures.
• Project Management Plan Development Support the preparation of comprehensive Project Management Plans, including schedules, cost estimates, communication strategies, quality control measures, and risk management plans.
  
  
  

Project Execution & Monitoring

• Administrative Support Provide comprehensive administrative support to the project and Project Manager, ensuring smooth project operations.
• Documentation & Reporting Compile and manage project documentation, including reports, presentations, and other required materials, and Prepare Dashboards. Create and update project logs, change registers, risk registers, etc., as required per project requirements.
• Schedule Management Utilize Primavera P6/MSP to develop, maintain, and adjust project schedules to meet deadlines and milestones. Proactively communicate schedule changes to all relevant stakeholders.
• Financial Monitoring Support stakeholders in financial monitoring using Earned Value Management (EVM) techniques, including the analysis of Cost Performance Index (CPI) and Schedule Performance Index (SPI) to assess project financial health.
• Financial Accuracy Review expenditure details, identify and correct inaccurate charges, and process and track sub-consultant invoices to ensure accurate financial records.
• Forecasting & Analysis Prepare monthly Estimate to complete (ETC) forecasts with Project Managers and Design Managers and conduct routine cost analysis, cash flow projections, and other cost-related evaluations.
• Subcontractor & Procurement Coordination Coordinate with subcontractors and the internal procurement team for supplier onboarding, purchase order management, and invoice processing.
  
  
  

Project Closure

• Project Closeout Prepare comprehensive project closeout reports, facilitate internal and external accounts reconciliation, manage project archiving, and collect client feedback.
  
  
  

We value collaboration and believe that in-person interactions are crucial for both our culture and client delivery. We empower employees with our hybrid working policy, allowing them to split their work week between Jacobs offices/projects and remote locations enabling them to deliver their best work.

Here's what you'll need

Qualifications For Assistant Project Manager

Graduate / Advanced degree in Engineering or other technical disciplines

Experience in the infrastructure sector or construction industry is highly preferable

Experience in project coordination and monitoring.

Knowledge in cost control tools and techniques to drive /contribute to project financial health

Minimum Work Experience Required

Minimum of 8 years post qualification experience (PQE) in project coordination in relevant sectors or industry

Technical Skills

Mastery of MS Excel and proficiency in other MS Office applications (Word, PowerPoint, SharePoint, Outlook).

Financial acumen and schedule management skills are crucial.

Knowledge of data visualization software like Power BI is an advantage.

Soft Skills

This role emphasizes both administrative and analytical capabilities.

Excellent communication and interpersonal skills.

The APM is a key communicator between multiple project stakeholders.

Strong team player who can work effectively in diverse project environments.

Ability to prioritize and organize tasks efficiently.

Ability to work in a fast-paced environment and manage multiple tasks.

Ability to follow company procedures and work independently without constant guidance.

Key Relationship and Reporting

The incumbent will have relationships with one or more of the following

Project Delivery Leads, Project Managers, Senior Project Managers, Manager of Projects.

Project Controllers, Project Accountants, Commercial Analysts, HSE, Procurement, Legal team, Document controller & project key stakeholders.

Integrate with the project managers in their team meetings and project reporting.

Will obtain guidance from leadership as required.

Software Skills

Mastery in MS Excel and strong skillset in other MS Office software (Word, PowerPoint, SharePoint, Outlook)

Knowledge in Planning software like MSP / Primavera and Power BI / Data Visualization software will provide an advantage