Commercial Assistant Project Manager

Ocean Infinity • southampton, england, United Kingdom • 3h ago

Worker Type: Employee

Application End Date:

We are using and creating technology to transform operations at sea to enable people and the planet to thrive.

We are open‑minded and fearless in our approach to innovation and don't believe in boundaries. We challenge everything and have massive ambitions to drag aging industries into the tech era.

We take safety, equality and education very seriously, and our responsibilities don't stop at our front door. Our business is built on the belief that there's definitely a more environmentally responsible way to operate at sea.

We employ people who share our core values. We expect our people to be courageous, trustworthy, and conscientious, driven by a desire to do the right thing. We strive for excellence, work collaboratively, and are genuinely excited by our work.

We offer opportunities for our people to develop beyond their role and span a multitude of disciplines. These are open to all, regardless of background and experience level. Working with us means being part of a team that is harnessing technology and creativity to disrupt a traditional industry.

We are not your average workplace.

Ocean Infinity is seeking a Commercial Assistant Project Manager to support the successful delivery of projects across their full lifecycle.

The Commercial Assistant Project Manager works closely with Commercial Project Managers and cross‑functional teams (Marine, Service Delivery, Finance, and Commercial) to help ensure projects are delivered on time, within budget, and to the highest quality standards. This is a key coordination and support role, ideal for someone looking to build a career in commercial project management.

What You Will Do

Project Support and Coordination

Support the planning and delivery of projects from tender handover through to completion;
Assist with coordinating resources across internal teams to align with project scope, schedule, and budget;
Help track project progress and maintain project plans, documentation, and schedules;
Support the organisation of project meetings, including preparation of materials, capturing actions, and tracking follow‑ups.
Run internal deliverables meetings in coordination with reporting teams;

Planning Coordination

Support the Project Manager in developing, maintaining, and updating project plans across the full project lifecycle, from tender handover through mobilisation, execution, and close‑out;
Coordinate planning inputs from internal stakeholders, including Marine, Project Delivery, Commercial, Finance, and technical teams, to support an integrated and realistic project schedule;
Assist with tracking key milestones, dependencies, deliverables, and critical path activities, highlighting planning risks, constraints, or delays to the Project Manager;
Apply a working understanding of project planning principles, scheduling tools, and lifecycle planning processes, with expected prior experience supporting project plans or schedules in a project delivery environment.

Administrative & Systems Coordination

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);