Job Description

Project Support Manager- Aberdeen (6-month FTC)

The Role

The Project Support Manager runs the day-to-day support function around the Project Manager on a major new build project for an international energy client.

The role keeps the project’s coordination, reporting, communications, documentation and internal interfaces moving, and manages the Project Manager’s planning and diary so that time is protected for the work only the Project Manager can do.

The project team spans engineering, construction, planning, cost control, quality, document control, commercial and operations, with concurrent workstreams across UK and international supplier sites.

The role exists to make that machine run without the Project Manager’s constant involvement.

The role is a support and coordination role. It is not a technical role and does not require an engineering skill set.

This is a 6-month FTC with the opportunity to be extended (project dependant)

Responsibilities

Coordination and interfaces

* Own and maintain the internal action and interface register: track dependencies and hand-off points between engineering, construction, planning, cost, quality, document control, commercial and operations.

* Track all cross-functional actions to closure; chase owners; escalate slippage to the Project Manager before it affects the programme.

* Ensure deliverables passing between functions are identified, scheduled and handed over cleanly, with nothing falling between functional boundaries.

Reporting

* Consolidate functional inputs into the project’s internal and client reporting, drafted for the Project Manager’s review and approval.

* Assemble reporting packs from multiple functional inputs to a consistent, client-facing standard, on the reporting cycle.

* Maintain a single, current view of open actions, decisions pending and risks raised by functions.

* Prepare briefing and decision papers for the Project Manager: the question, the functional positions, the options and a recommendation.

Communications

* Act as the internal point of contact that keeps information flowing between functions from and to the Project Manager.

* Draft internal and client-facing communications for the Project Manager’s issue, ensuring a consistent message and tone.

* Organise and minute internal project meetings; distribute actions with owners and dates; follow up to closure.

* Attend client and supplier meetings in support of the Project Manager when required; all positions are stated by the Project Manager.

Documents and governance

* Support document control in moving supplier documentation, review cycles and inspection release documentation to the right reviewers on time.

* Maintain project registers as directed: actions, decisions, interfaces and lessons learned.

* Capture lessons learned at the point they occur and route them into lessons process.

* Support project controls in collecting schedule and cost data from functions to the reporting cycle.

* Planning support and the Project Manager’s diary

* Manage the Project Manager’s planning rhythm and diary: schedule the meeting and reporting cadence, protect time for client, commercial and decision-level work, and keep the forward look current.

* Prepare the Project Manager ahead of key meetings and decision points with the right papers, positions and options assembled in advance.

* Maintain the project’s forward calendar of milestones, reviews and submissions so nothing is met late for want of notice.

Requirements

Essential

* Circa 3–5 years in project support, project coordination or project administration within energy, marine or heavy engineering, or a comparable structured project environment.

* Proven ability to coordinate multi discipline teams and track actions to closure without formal authority over the people involved.

* Strong written English: minutes, registers, reporting packs and briefing papers produced to a client-facing standard.

* Advanced Microsoft 365 user: PowerPoint to client-facing standard, reporting packs assembled from multiple inputs, and register / interface tracking; Outlook diary and planning management.

* Organised, discreet and reliable, with sound judgement on what to close at working level and what to escalate.

Desirable

* Degree or professional qualification in project management, business administration or a related discipline; APM PMQ or equivalent.

* Exposure to new build fabrication projects and supplier documentation / inspection release processes.

* Familiarity with ERP / project management systems and Power BI reporting.

* Working knowledge of client documentation review workflows in a regulated environment.

* Experience supporting projects with international supplier or client interfaces.

Salary- £40-45K pro rata (flexible for the right candidate)