Commercial Assistant Project Manager

• SharePoint Management: Administer SharePoint for efficient control of project documents, assist with SharePoint-related queries, training, and support for team members;
• Project setup in SharePoint (data, templates, folder structures);
• Establish project folder structure on network drives (e.g., 'M' drive);
• Build and maintain project OneNote or equivalent collaboration tools;
• Coordinate with IT to facilitate project data delivery systems;
• Coordinate data transfer systems setup and deletion at project close;
• Ensure personnel are added to correct project directories and have access to correct VMs;
• Add project team members to OI Portal;
• Troubleshoot various IT problems including setup, password changes, and virtual computer personnel permissions;
• Support the production and maintainability of clarification templates and contractual clarification sheets;

Commercial & Financial Management

• Assist in maintaining project budgets, forecasts, and cost tracking alongside Project Managers and Cost Controllers;
• Support invoice preparation, milestone tracking, and revenue recognition activities;
• Help monitor project financial performance and highlight variances or risks;
• Contribute to the management of change requests and contract variations;
• Familiarise yourself with key contractual elements, supporting Commercial Project Managers;
• Support PM on the compliance with governance, documentation, and management system requirements (varies by job complexity and regional permits);

Reporting & Governance

• Support the preparation of project reports, dashboards, and status updates;
• Ensure project documentation is maintained in line with governance standards;
• Assist with risk and issue tracking, ensuring visibility and escalation where required;
• Support the setup of Daily Progress Reports (DPRs) using standard templates;
• Ensures DPR are produced and distributed as per setup and client requests (Project Manager accountable for distribution list);

Stakeholder Coordination

• Act as a supporting point of contact for internal teams and assist in managing communications;
• Build strong working relationships across Marine, Service Delivery, Finance, and Commercial teams;
• Support the Project Manager in client interactions, including preparing updates and documentation;
• Act as mediator between client representatives and IT, and between client representatives and crewing (logistics and IT interface);
• Provide informal personnel feedback to Project Managers & Line Managers (coordination/support only; line management authority retained by line managers);

Delivery & Operational Support

• Assist with mobilisation and demobilisation planning activities;
• Coordinate inputs and deliverables from other project stakeholders;
• Support quality assurance by ensuring documentation and deliverables meet required standards;
• Arrange NAS Drives / HDD shipping for data logistics;
• Plan and coordinate data transfer at crew change (CX) / demobilisation;
• Remove data from vessel at project completion;
• Setup Client Portal/office as required;

Data & Document Management

• Cleaning, archiving and storage of project data (coordinating with IT for structured end-of-project processes);
• Request IT to delete FTP sites or similar systems at project close;
• Ensure team digital access rights are properly managed throughout project lifecycle;

Continuous Improvement

• Capture lessons learned and support improvements to project management processes;
• Contribute to the development of templates, tools, and ways of working;
• Provide feedback to Technical team for OI Portal, Auto DPR and other tools (technical development support);

Who You Are

An organised and proactive individual with a strong interest in project management and commercial operations;

• Excellent attention to detail, with the ability to manage multiple tasks simultaneously;
• Strong communication skills, both written and verbal;
• Comfortable working with cross-functional teams in a fast-paced environment;
• Eager to learn and develop within a project delivery environment.

Essential Skills & Experience

• Some experience in project coordination, administration, or support roles;
• Understanding of project management fundamentals (formal qualification not required but beneficial);
• Basic financial awareness (budgets, costs, or invoicing processes);
• Proficiency in Microsoft Office (Excel, PowerPoint, Word);
• Strong organisational and time management skills;
• Experience with SharePoint administration and document management systems;
• Ability to coordinate across multiple IT systems and stakeholders;
• Confidence in chairing meetings and capturing actions;

Desirable

• Degree in Business, Project Management, Engineering, or related field;
• Experience in offshore, maritime, energy, or technical environments;
• Exposure to project management methodologies (e.g., PRINCE2, Agile);
• Experience working with project tracking or financial systems;
• Familiarity with data management processes and IT coordination in project environments;
• Experience with vessel operations support and mobilisation/demobilisation activities;

Salary for this position

Up to £55,000 per annum

Salary: The salary varies for this position as we are recruiting in multiple regional locations and job grades. The salary process is based on skills, abilities, and experience required.

What You Can Expect

At Ocean Infinity, we believe in creating equal opportunities for all, celebrating each and everyone’s differences. We are driven by transforming the industry, through our technology, thoughts, behaviours and actions. Being inclusive and respectful to all is fundamental to who we are. It is the right thing to do and enables innovation and creativity to thrive.

There is more work to be done, and we know that we aren’t perfect, but our commitment to these values is unwavering. They are central to our mission and the impact we have on the industry, meaning, we cannot live without them.