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Project Controller

Support | Sydney | Full Time

Job Description

Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognise the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.

The Project Controller will manage team schedules, stakeholders and overall project coordination to ensure project requirements and dates are clearly communicated, understood and executed. You will be supporting workshops and taking ownership of processes, including timesheets, expenses and financials.
You should be passionate about people, architecture, technology, branding, events and programme planning. You’ll have excellent communication skills and love working as part of a high-performing team. You should also have extensive experience in MS Office, InDesign and Adobe Photoshop/Illustrator is desirable.
Responsibilities
  • Quality control & document management
    Create the Project Quality Plan and ensure it is kept up to date.
    Ensure a filing protocol is developed and adhered to across the team with sufficient training provided.
    Ensure all key documents are filed correctly and accessible for all.
  • Meeting schedules
    Manage the meeting schedule, issuing relevant calendar invites and booking relevant IT requirements.
    Where appropriate prepare agendas and record minutes.
  • Record keeping
    Manage change control, track changes to the brief, record variations and assist with calculating any relevant fees.
    Manage incoming and outgoing letters, ensuring they are recorded, filed and responded to timeously.
    Issue, track and follow up on any incoming and outgoing requests for information.
  • Fee management
    Working closely with the finance department, assist with monitoring cash flow, forecasting resourcing costs and developing fee proposals.
    Ensure invoices are issued correctly at the relevant time, ensure they are filed and incoming payment is recorded and outstanding payment is flagged.
  • Contract management
    Assist with ensuring the appointment is closed out and executed.
    Familiarise yourself with the project appointment and deliverables. Provide support and advice to the team to ensure they meet deliverables and work within their scope.
    Assist with managing sub-consultant appointments, recording and issuing relevant LOA’s and fees where applicable.
  • Communication
    Promote effective communication amongst the team, with the client and sub consultants.
    Ensure communications matrix is adhered to and kept up to date.
    Ensure project contacts are added to the workspace project page and kept up to date.
  • Experiential
    Connect credibly and effectively with clients to build trust and ensure we deliver value. Collaborate with clients to uncover deep human insight led by data and commutating back in a way that’s simple and impactful. Visualise and facilitate creation of design artefacts – e.g.; Strategic frameworks, as-is and future state customer journeys, service blueprints, storyboards, concept prototypes, etc. Generation of design solutions that addresses strategic and organisational issues.
  • Where appropriate identify systems and processes to improve the management of the project.
  • Use initiative to support the team and the project management in an effort to reduce the administrative burden on the architects.
    Skills and Qualifications
    • Knowledge of the construction industry
    • Excellent Microsoft Excel
    • Organised, logical and process driven
    • Excellent communication skills, both written and verbal
    • Confident
    • Strong attention to detail
    • Able to use initiative
    • Due to exposure to highly confidential information, confidentiality and discretion is of the upmost importance

    Grimshaw is an equal opportunity employer that does not discriminate. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.