Project Assistant

The Project Assistant supports the Project Teams in delivering successful projects. This role involves providing essential administrative and organisational support, ensuring the smooth operation of all project phases. Strong attention to detail, excellent communication skills, and a willingness to learn are key to success in this role. A commitment to K&J’s core values is essential. All K&J Team Members are to support each other and the company.

Responsibilities

Project Coordination

• Assist with daily project operations, ensuring tasks are organised and deadlines are met.
• Maintain and organise project documentation, including drawings, specifications, and meeting notes.
• Support the preparation and updating of project matrices, schedules, and budgets.
• Track and update project deliverables as directed by the Project Lead.
• Assist in preparing materials for project reviews and lessons learned sessions.
• Minute all meetings, ensuring K&J’s actions and the actions K&J require of the Client Project Team are clear and concise, with deadlines, where appropriate.

Client Relationship Coordination

• Provide administrative support to Client Project Team as directed by Project Lead.
• Schedule and coordinate project meetings and updates as directed.
• Assist in maintaining timely communication and escalate unresolved issues to the Project Lead.

Procurement and Supplier Coordination

• Assist in compiling Supplier Tender Lists and tender documentation.
• Coordinate with suppliers to track submissions of tenders and proposals.
• Raise and issue Purchase Orders (POs) and Change Orders (COs) under supervision.
• Monitor supplier performance and escalate any issues to the Project Lead.
• Collate all documentation (including shop drawings, technical and regulatory information)

Financial Coordination

• Process invoices and assist in budget reconciliations.
• Ensure VAT invoices comply with financial regulations.
• Support financial accuracy in project expenditure documentation.

Logistics and Installation

• Assist in coordinating logistics, warehousing, and delivery schedules.
• Support installation planning and execution under the direction of the Project Lead.
• Identify potential risks in logistics and installations, escalating to the Project Lead as necessary.

Team Support

• Assist in onboarding new team members, introducing them to K&J’s values and processes.
• Share lessons learned and contribute to a collaborative and positive team culture.
• Maintain clear and proactive communication with the K&J Team and the Client Project Team through K&J’s tools and platforms, for example; MS Teams and ClickUp.
• Ensure a productive and professional home office environment that aligns with K&J’s standards for data security, confidentiality, and minimal distractions.
• Adhere to remote working protocols, including availability during core working hours and timely responses to emails and messages.
• Effectively utilise project management and collaboration tools to track progress, share updates, and meet deadlines.
• Attend virtual meetings fully prepared, with a focus on active participation and engagement.
• Promote team cohesion by actively contributing to maintaining a positive remote work culture.

Remote Working

Other

• Undertake additional responsibilities as directed by Directors and/or by project requirements.
• Travel to Project, Client and Supplier meetings as and when required.

General Skills & Competencies

Leadership and Collaboration

• Strong team player with excellent interpersonal and communication skills (written and verbal).
• Collaborative approach to problem-solving and teamwork.
• Flexible and approachable attitude, with a proactive willingness to learn and adapt.
• Supportive of Team Members, contributing to a culture of growth and development.
• Ability to manage daily challenges efficiently, escalating issues to Project Leads as necessary.

Technical and Problem-Solving Abilities

• High level of accuracy, attention to detail and numerical proficiency.
• Resourceful and organised, with developing problem-solving skills.
• Proficiency in MS Office, including Word, Excel, and PowerPoint.
• Ability to quickly learn and use project management tools, such as ClickUp and MS Teams
• Willing to learn to read and interpret site specifications and technical drawings.

Cultural Awareness and Industry Knowledge

• Basic understanding of interior design principles.
• Willingness to learn about UK and European regulations and standards.
• Respect for and understanding of different cultures, people and perspectives.

Core Values

K&J is driven by our core values, they underpin all aspects of how we work:

Collaboration: Working together with both Colleagues and Client Project Teams, to achieve success in all aspects of our work.

Honesty: Being transparent, ethical, and accountable in all interactions.

Growth: Striving for continuous improvement and embracing challenges as opportunities.

Respect: Valuing diversity and treating everyone with dignity and consideration.

Collaboration is the heart of K&J’s Core Values, it creates a culture of a shared commitment to Growth (personal and company), through open and Honest communication and mutual Respect.

EXPERIENCE

To progress and excel as an Project Assistant the team member must demonstrate the following:

• Experience in an administrative or support role, ideally within a project environment.
• Basic knowledge of project coordination tasks, including document management and scheduling.
• Proficiency in MS Office and willingness to learn project management tools.
• Strong attention to detail and ability to manage multiple tasks effectively.
• Positive feedback from team members and supervisors on collaboration and support.
• Willingness to learn and develop knowledge of industry best practices and K&J standards.