Job Description

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Location: Office based with travel as required - The role may involve UK-wide travel from time to time as required for client and site visits

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Reports to: Senior Programme Manager

Hours: Full Time

About us

Rock Power Connections is a leading Independent Connections Provider. We're specialists in designing and installing new and upgraded electricity connections to business, industry, commercial properties and EV charging hubs. We offer the highest quality for the best value and have a proven track record of quality and safety. Rock Power Connections offers all of its customers a full project management and delivery service from initial design to the final switch-on.

About the role

The role of Project Management Assistant is to provide a full range of administrative and business support services for the Project Management Team. The role will involve liaising with clients,external stakeholders, and suppliers as required. The role will be about ensuring that we deliver projects efficiently and to time and budget, whilst ensuring that clients and stakeholders are kept fully engaged.

Essential Skills & Education:

5 GCSE's at Grade C or above, to include Maths and English Language

Experience of working for an ICP

Focused and self-motivated with the ability to work independently and as part of a team

Exceptional organisation and time management skills

Ability to work under pressure

Excellent written and verbal communication skills

Excellent numerical skills

Working knowledge of Microsoft Office Applications - Outlook, Word and Excel.

Desirable Skills & Education:

Degree Level or equivalent, or currently working at or above Graduate level

Project Management experience/qualifications

Key responsibilities:

Paperwork

Updating Programmes of Work

- supporting PMs on updating their programmes andkeeping the client informed of any key date changes.

Work packs and RAMs

- assisting PMs with collating work packs and RAMs and issuing to the delivery team via Reflow (and issuing to site if required).

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Completion

Packs

- Supporting the PMs on compiling completion packs by assisting in the filing and recording of required paper work throughout the project life cycle. Proactively chasing team leaders to return paperwork back to the PM in a timely manner and that returned paperwork corresponds to the activities they were asked to carry out in the work pack.

As-laids

- Proactively requesting these from site in a timely manner as soon as site have laid ducts. Similarly with offsite works, if we are using sub-contractors and as-laids are requiredproactively chasing these as soon as works are completed.

Maintaining Project Logs and a Master Overview

- Ensuring project logs are kept up to date so we can clearly see when specific project milestones have been reached, invoices issued etc. Proactively updating the overall portfolio master spreadsheet of live projects which shows whether the key elements are in place PoW, RAMs, completion pack etc with a RAG dashboard that highlights what is missing for projects.

Record Keeping

Filing signed RAMS and Paperwork from delivery team

- from Reflow into the relevant contract folder.

Recording Additional Support

- recording a brief log on each site where Rock exceeded expectations e.g. corrected something for site that was not within our scope, or perhaps wavered variations/abortive costs when site caused delays.

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Variations

- Supporting the PMs on issuing and tracking variations. These should be issued to clients promptly using the variation template, signed and returned by the client, and sent to finance so invoices can be raised.

Tracking material spend and labour allocation

- logging costs of any materials ordered to the financial sheet, and supporting PMs to do the same. Ensuring PMs review the labour hours report to flag when labour hours have gone over budget for no clearly explained reason. This can then be investigated.

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Designs

- Using the design log produced weekly by ICP Services to keep track of when design SLAs are due, monitoring approvals through to legal instruction. Supporting PMs on design amends throughout the project life cycle, again using the design log to track when amends have been approved by the DNO and IDNO (some amends don't need approval they just need to be sent off to notify the DNO/IDNO of the change). Always ensuring the latest version of the design/construction pack is saved in the contract folder and old versions are archived. Helping to ensure the delivery team and site are issued and always working to the latest approved pack.

Reflow

- Following training on Reflow, support the PM team with Reflow tasks, implantation of new forms as directed by PM and operations Team.

Operational Coordination

Labour

- supporting PMs to ensure internal labour is booked and coordinated in a timely manner.

Cable Drums

- Ensuring redundant cable drums are collected from site by suppliers prior to charges being incurred.

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POCs

- supporting PMs with DNO liaison to ensure POC dates are requested as soon as legals complete, and proactively chasing the DNOs for confirmation. Once dates are confirmed assisting in ensuring the client is informed and our own audits are carried out in a timely manner before the DNO audit and POC dates so any non-conformances can be identified and corrected. Chasing the DNO for their audit reports so any issues identified by the DNO can be corrected in a timely manner before the final POC date.

IDNO Audits

- Ensure any audit failings identified by the IDNO's are actioned and remedial evidence submitted as required.

Communication

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S

ite Liaison

- Support the PM with site liaison to ensure site are ready for us and therefore prevent abortive visits and ensure labour usage is maximised.

DNO/IDNO Whereabouts

- Securing information from PMs to ensure submission of these documents on a weekly basis as per the individual DNO/IDNO requirements

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Customer Comms/Update Reports

- Supporting PMs on customer comms. Specific customers request weekly updates on each of their projects. Project Support to capture weekly updates via our Weekly Project catch up meetings and draft the weekly updates on each site and provide this to client's either directly or via the PM.

Sub-contractors

- Supporting PMs to ensure our sub-contractors are kept informed when dates change so they are given plenty of notice and we can re-book dates. Also helping to ensure paperwork is issued signed, returned and filed.

Customer Satisfaction

- Issuing satisfaction questionnaires upon completion of a project, and chasing clients for responses

DNO/IDNO Liaising

- issuing and tracking completion packs through to DNO/IDNO acceptance and adoption. Provide regular progress updates to both the DNO/IDNO to secure audits and connections dates. Take ownership of MPAN(s) requests following design approval, and issue out to clients.

Procurement

Ordering materials

- Proactively following up all orders with suppliers to confirm deliveries are scheduled to align with key programme dates, and correct sites. *

Switchgear & Housings

- Working with procurement team to monitor all switchgear and housing orders, matching these to current programmes. Calling out any risks to programme early.