Project Manager
Adaptiv – Southbank, Melbourne
COMPANY ENVIRONMENT
Adaptiv is the leader in integration consulting and development in NZ, delivering innovative solutions for our clients’ needs through cloud-based services. We employ the best of the best in the industry which makes it easy to support our staff in gaining the skills necessary to become integration experts.
No two days are the same, and while we provide complex solutions for some impressive clients, we know when to switch off and have fun. With no office politics, an excellent company culture, this kind of opportunity does not come around often.
Position Summary & Environment
The Project Manager comprehensively co-ordinates all the activities required in delivering consulting solutions to the Adaptiv client base.
This is a multidisciplinary Project Management role that incorporates project management, client relationship management, along with operational administrative responsibilities.
Central to the role is developing and deploying projects to support tactical and strategic business initiatives that enhance Adaptiv’s technical service offering to clients. The incumbent should engage project management tools and techniques that facilitate constant delivery in a dynamic and constantly changing environment.
The Project Manager is responsible for management and successful running of projects nationally, under the guidance of the Adaptiv Project Management Office. A sound understanding of technical concepts is essential as well as the ability to effectively communicate complex information in a precise, professional and confident manner to clients.
The Project Manager will also provide general administrative support to the consulting team and to facilitate smooth service delivery to Adaptiv clients. This is wide ranging and includes (but is not limited to): meeting management (co-ordination, chairing, follow-up) document preparation (proposals, statements of work, briefing, presentations, etc), team resource management, system updates, reporting, and general administrative tasks to assist client delivery.
While the majority of the role is project delivery focused, there is also an aspect of client relationship management to fully perform the duties of the Project Manager role.
Due to the varied nature of this position, role functions will frequently change in priority. Guidance will be provided accordingly by the senior consulting team. This is a multi-disciplinary role, therefore demonstration of flexibility and change orientation is essential.
Significant Working Relationships
Internal
- All employees with a particular focus on Managers and Senior Consultants to achieve buy-in and consultation, for information sharing/dissemination and to provide assistance as required
External
- Clients
- Contractors
Position Responsibilities
Project, Planning & Integration Management
- Develop and verify projects, through creation of a project management plan (as required)
- Use outputs from the initiation and planning process to produce a clearly defined and well-documented project management plan to guide project execution and control
- Manage changes in the management plan as required, coordinating changes across the entire project and all stakeholders
- Implement and manage the project management plan, considering all other functional responsibilities to complete the project successfully
- Manage processes and conduct integration activities to ensure the work of the project is integrated with the ongoing operations of the business and to ensure all project elements are properly coordinated
Client Relationship Management
- Build strong client relationships at all levels to grow the business
- Monitor the performance of suppliers (contractors) and manage the relationship and contract to ensure cost effective delivery of products and services within the specified time frame
- Attend client and pre-sales meetings with the senior team (as required)
- Record and post meeting minutes and create actions items (as required)
- Project manage and liaise with all clients to meet deadlines
- Follow up with clients to ensure critical information is received and action items are completed in a timely fashion
- Arrange and facilitate meetings
- Undertake client reporting through creating, publishing and delivering reports
Administration and Coordination of Services
- Respond to general enquiries from clients, answering their queries or re-directing them in a timely manner
- Provide general administrative assistance as required, including data entry, document preparation (proposals, statements of work, briefing and presentations) and meeting management (co-ordination, chairing, minute taking and distribution)
- Provide timely and efficient assistance to the senior Adaptiv operational team upon request
- Provide Statements of Work and associated budget documents to client contacts, receive and correctly file signed documents (this is shared throughout the team)
- Ensure all updates are made in the Project Management system correctly to ensure month end billing is correct
- Capacity planning – Reviewing in-flight and pipeline projects, updating project resource allocations as required to ensure the most effective use of technical resources and the highest level of client satisfaction
- Provide regular reporting to key clients on their projects status to ensure they have visibility of project spend/activity and that there are ‘no surprises’
Team Resource Management
- Monitor and manage the team resource requirements for projects as per the scope statement
- Liaise with Developers, Architects, QA, HR and Program Manager to acquire, schedule and assign appropriate personnel to the project
Decision Making
- Ensure the Program Manager is continuously informed of any key decisions made so the executive team can be fully informed as required.
- Demonstrate the reasoning behind decisions taken on projects/issues/resourcing to program manager to ensure they align to PMO and company objectives
Risk Management
- Identify and document possible financial, commercial and technical risks likely to affect the project
- Evaluate identified risks and interactions that assess the possible project outcomes.
- Identify and define risk responses to produce a contingency plan and mitigation strategies
- Monitor and manage the risks during the project and execute the contingency plan and mitigation strategies as required
Time Management
- Identify specific activities that must be performed to produce service deliverables
- Identify, track and manage critical paths and milestones to ensure timely delivery of projects and services
- Control necessary changes to projects and services and update all stakeholders as necessary
Communications Management
- Determine the information and communication needs of stakeholders
- Facilitate and manage communication effectively to ensure necessary information is available to stakeholders in a timely manner
Occupational Health & Safety
- Responsible for taking reasonable care to ensure own safety and health at work, and to avoid adversely affecting the safety or health of any other person at work
Other
- Due to the fluid and dynamic environment within Adaptiv, new, additional or changed position responsibilities may be required at any time
Key Result Areas
- Goals as agreed for each project
- Financial – the project must be completed within the budget requirement
- Quality Assurance – the project needs to adhere to the QA as defined
- Completion Date – the project must be completed by the agreed date
- Ensure all actions directly support the company objectives, values, polices and processes
Person Specification
Qualifications
- Prefer Project Management training (Agile, SAFe, Kanban, PMI, Prince2, etc)
Experience
- Track record of successful IT project delivery (which is verifiable). At least 3 years’ experience as a Project Manager. Experience in a multidisciplinary role a distinct advantage
- Integration and Data project management experience preferred
Demonstrate Technical Understanding of:
- Project management methodologies
- Well-developed networking skills and relationship building and negotiating for internal and client facing engagement
- Strong understanding of IT concepts
- Advanced Microsoft Office
- Report writing that targets a variety of audiences
Personal Competencies/Attributes
- Consummate professional
- Self-managing, proactive
- Able to manage multiple work-streams concurrently
- Excellent communication and listening
- Motivated
- Results driven
- Change orientated
- A great planner, organiser, influencer and controller
- Sense of humour
