Requisition/Vacancy No\. 115557BR
**Position Title** Project Management Assistant \(Civil Infrastructure\) Bellville
**Job Category** Administrative Support / Secretarial
**Business Line** Infrastructure Services
**Office Region** Africa
**Office Location** ZAF \- Bellville
**Why Choose AECOM?** AECOM is a premier, fully integrated professional and technical services firm positioned to design, build, finance and operate infrastructure assets around the world for public\- and private\-sector clients\. With nearly 100,000 employees — including architects, engineers, designers, planners, scientists and management and construction services professionals — serving clients in over 150 countries around the world, AECOM is ranked as the \#1 engineering design firm by revenue in _Engineering News\-Record_ magazine’s annual industry rankings, and has been recognized by _Fortune_ magazine as a World’s Most Admired Company\. The firm is a leader in all of the key markets that it serves, including transportation, facilities, environmental, energy, oil and gas, water, high\-rise buildings and government\. AECOM provides a blend of global reach, local knowledge, innovation and technical excellence in delivering customized and creative solutions that meet the needs of clients’ projects\. A _Fortune 500_ firm, AECOM companies, including URS Corporation and Hunt Construction Group, have annual revenue of approximately $19 billion\. More information on AECOM and its services can be found at www\.aecom\.com\.
**About the Business Line** **Infrastructure Services**
We are planners, materials scientists, engineers, engagement consultants, asset managers and geotechnical specialists\. Our team works to shape and influence some of our world’s most complex and challenging infrastructure\. We also provide complementary services to other AECOM teams working in the sectors of Mining, Transportation, Manufacturing, Industrial and Water\.
**Job Summary** The role of Project Management Assistant \(PMA\) is to relieve Project Managers of administrative burden to allow them to concentrate on managerial and technical aspects of their projects\.
Core Responsibilities
**Financial Management**
**Billing** :
+ Monitor unbilled report on weekly basis
+ Assist in preparation of invoices/credit notes with the billing team
+ Liaise with Billing Team on billing forecasts
**Collections:**
+ Review aged debtors report and assist in chasing payments by feeding back any comments to credit control
+ Keep register of technical queries and assist PM in resolution
+ Monitor & advise on invoices from sub\-consultants/suppliers
**Forecasting:**
+ Ensuring sub\-consultant invoices are correct in EAC
+ Load invoices from sub\-consultants on Oracle
+ Follow up on payment of sub\-consultants
+ Complete EAC \(Estimate at Completion\) \(with assistance from the PM\)
**Project Close Out:**
+ Arrange for job to be soft/hard closed
+ Complete journal form to clear any balances before hard close
**Additional Tasks** :
+ Proactively run weekly reports \(REC, unbilled, DSO’s, Sold Time etc\) and/or analyse any reports sent by Sector Business Manager or Lead PMA
+ Hold regular reviews with PM’s to go through any project issues e\.g\. remaining contract value against work outstanding, multiplier issues, adjustments
+ Hold pre\-MMR with Lead/Senior PMA or Sector PMA& BUD to review REC, unbilled etc\.
+ Support BUD, Lead/senior PMA in monthly MMR
+ Advise PM on rate and/or revenue adjustments \(if required\)
+ Project Administration
+
+ **Project Tender Stage:**
+ Assist with completion of Stage 1, 2 & 3 Go/No\-Go
+ Enter Work Order in Oracle and obtain proposal number \(if required\)
+ Set\-up proposal file
+ Initiate pre\-qualification process for sub\-consultants and suppliers \(if required\)
+ Registering Sub\-consultants and seek quotations from sub\-consultants and suppliers \(if required\)
+ Support in budget cost estimation \(if required\)
+ Applying for Vendor registration
**Project Award Stage:**
+ Assist Project Manager with resource analysis, task budgeting & selection of achievable multiplier \(if required\)
+ Enter Work Order in Oracle and obtain project number
+ Ensure PM completes Project Activity Plan/Project Execution Plan
+ Assist with completion of Inter\-office Work Agreements \(where required\)
+ Assist with completion of sub\-consultancy agreements
+ Set\-up project files
+ Monitoring that contract documentation is in place for each project and prompting Project Managers as necessary
**Project Implementation:**
+ Maintain register of additional duties \- VOs \(if required\)
+ Assist in preparation of estimates/quotations for additional duties \- VOs \(if required\)
+ Assist in obtaining client approval for additional fees \- VOs \(if required\)
+ Assist with project travel, visas and travel risk assessments and registers \(if required\)
**Personal attributes and skills required for the job:**
+ Must be numerate and possess Commercial and Financial acumen
+ Sound knowledge of type of contracts \(T&M, Fixed Fee, % Fee\)
+ Understanding of WIP \(unbilled and BIEE\)
+ Knowledge of difference between awarded and contracted
+ Understanding difference of ARB and FRB
+ Know the terms GSR, NSR, GM, Back\-log, etc\.
+ Superior interpersonal skills including relationship building and communication at all levels and work collaboratively across the organisation; listening to other points of view while still being persuasive\.
+ Understanding of VAT and Witholding Tax and the impacts on billings
+ Ability to work with different currencies
+ Knowing which AECOM company is applicable
**Minimum Requirements** 5\+ years’ progressive experience with at least 2\+ years working ina project\-based environment assisting with project management or administration\.
**Preferred Qualifications** Metric and bookkeeping qualification will be an added qualification\.
**What We Offer** AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people\. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide\. It's a place that values the diversity of our areas of practice and our people\. It's what makes AECOM a great place to work and grow\. AECOM is an Equal Opportunity Employer\.
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