Description
Overview
The Project Assistant supports the Project Manager in overseeing and executing project-related tasks. This role involves assisting the Project Manager with team selection, training and allocation; mobility of engineering teams across projects, and other project-related tasks. This role is crucial for ensuring the effective coordination of team assignments, and administrative support within the project lifecycle, including compliance with company policies and safety standards. This position operates under the supervision of the Project Manager and/or the Engineering Manager. The responsibilities for this role will be divided with 70% focused on Project Assistant and 30% on Logistics Coordinator.
Tasks And Responsibilities
- Plan and coordinate the allocation of personnel to active projects in collaboration with the Project Managers, ensuring optimal use of resources.
- Work with Project Managers to organize team mobility, coordinating with Mobility department.
- Partner with the People department to ensure that Customer’s training platforms are updated per training matrix requirements.
- Identify field technicians’ training needs and report them to the Project Manager.
- Support project managers in aligning project tasks with employees' career interests.
- Review and assist with work hour records approval, vacation schedules, and reimbursement of project-related expenses, including fuel sheet transactions, in coordination with the Project Manager.
- Assist on the billing process for projects according to contracts and customer requirements in coordination with the Project Manager.
- Assist with customer’s invoicing workflows and pro-forma invoice approval within established payment deadlines.
- Support project managers by setting up new projects on Endiprev Portal and maintaining project records.
- Enforce safety procedures of Endiprev and client; ensure all team members comply.
- Assist in safety documentation tracking; distribute compliance checklists coordinating as necessary.
- Work closely across similar departments at Endiprev as directed by management facilitating consistency.
- Serve as a contact between People department & project management addressing resource/training/allocation needs.
- Recommend process improvements to enhance efficiency & streamline administration.
Logistics Coordination Tasks
- Work together with employees requesting logistics solutions (e.g., accommodation; travel) to find advantageous solutions for Endiprev based on requests (e.g., projects/training/business development).
- Provide information & logistics documentation to employees requesting it & using Logistics services.
- Registering & archiving logistical documentation in locations defined by management system (e.g., folders).
- Maintain contact/relationship with suppliers/potential suppliers continuously evaluating/selecting advantageous ones for Endiprev.
- Manage payment logistics purchases & complaints if any arise from suppliers.
- Perform searches for solutions/purchase logistics services according to needs/purchase orders from solicitors.
- Follow up/support employees using logistics solutions ensuring suppliers deliver contracted services appropriately.
- Follow up/support internal Customers during unpredictable day-to-day situations.
Compliance
- Ensure contractual terms/conditions are complied by Logistics suppliers (e.g., check invoicing/payments).
- Open/follow-up complaint processes regarding suppliers.
- Monthly presentation of expenses related to credit cards used respecting company procedures.
- Complying fully w/procedures/security rules established by Endiprev/client companies involved.
Cooperation
– Cooperate whenever requested by Management w/people from homologous processes within Group's companies