Assistant Project Manager

The opportunity This is an opportunity to begin or develop a career in project management within a small, ambitious creative business. Working closely with the Head of Projects, you will help coordinate projects from initial brief through production, installation and handover. You will support projects and more complex schemes while gradually taking ownership of smaller projects as your confidence and capability grow. The role spans Flareform's creative, signage and large-format production projects together with Future Studios' immersive fitness installations. It suits someone who is organised, practical and calm under pressure, enjoys working with people and takes pride in seeing an idea become a finished physical space. Purpose of the role To support the Head of Projects in planning, coordinating and delivering projects safely, accurately, on time and to the expected standard. The Assistant Project Manager will keep information, actions and stakeholders aligned; identify risks early; and provide dependable support across client communication, site surveys, procurement, production, installation and handover. Key Responsibilities Project Coordination

• Support projects from client brief through to completion, working to agreed scope, programme, quality and budget requirements.
• Maintain accurate project plans, actions, dates, approvals and supporting documents within Flareform's systems and CRM.
• Coordinate meetings, surveys, artwork information, production requirements, deliveries and installation arrangements.
• Track dependencies and deadlines, following up proactively so that missing information does not delay delivery.
• Identify risks, clashes, delays or changes early and escalate them to the Head of Projects with clear supporting information. Clients and communication
• Provide clear, professional and timely updates to clients, contractors, suppliers and internal colleagues.
• Attend online meetings, client meetings and site visits, capturing decisions, actions and changes accurately.
• Build trusted working relationships while recognising when a commercial, technical or sensitive matter should be escalated.
• Represent Flareform and Future Studios positively on site and take personal responsibility for following through on commitments. Site surveys and technical information
• Support and, once trained, undertake site surveys using floor plans, measurements, photographs and structured survey documentation.
• Review floor plans and orientate accurately on site, identifying suitable locations and potential access, substrate, services or installation constraints.
• Prepare and maintain clear site, production and installation packs for use by clients, production partners and installers.
• Review and annotate artwork and plans, making straightforward InDesign amendments after appropriate training. Suppliers, production and installation
• Issue clear quotation requests, record responses accurately and support the comparison of cost, specification and lead time.
• Coordinate approved production partners, installers and specialist contractors, ensuring they have the correct and current information.
• Check progress against programme and support quality control before items leave production or arrive on site.
• Attend installations to help coordinate activity, respond to issues, record changes and support smooth completion.
• Assist with snagging, completion records, client handover and the information required for invoicing and project close-out. Commercial awareness
• Work within approved project scope and budgets, maintaining accurate records of quotations, orders and costs.
• Recognise potential variations or additional work and refer them for approval before commitments are made.
• Help protect project margin by reducing avoidable errors, checking information carefully and raising concerns promptly. Future Studios development
• Attend Future Studios surveys, installations and maintenance visits to build an understanding of the complete product and delivery process.
• Develop working knowledge of projection, AV, lighting and control systems with full support from the wider team and specialist partners.
• Support the preparation of installation packs, commissioning activity, snagging and handover documentation. Development pathway Responsibility will increase as capability is demonstrated. Progression will be based on competence and consistency rather than time served alone. Stage 1: Learn and support. You'll shadow live projects, keep actions and CRM records up to date, and help with surveys, packs and installations. You're ready to move on when your information is consistently accurate, your follow-up is dependable and you have a sound understanding of how Flareform works. Stage 2: Coordinate. You'll take ownership of defined workstreams and routine communication, and coordinate suppliers, production and site arrangements. You're ready to move on when you're managing workstreams proactively, raising risks early and keeping stakeholders informed. Stage 3: Own smaller projects. You'll manage agreed lower-risk projects from brief to handover, overseen by the Head of Projects. You're ready to move on when those projects are delivered safely, accurately, on time and within the agreed scope, and clients give positive feedback. Stage 4: Progress. You'll manage standard projects with growing independence and support newer team members where appropriate. You're ready to progress to Project Manager when you're consistently delivering projects from start to finish. Person specification Essential
• Highly organised, with the ability to manage several actions and deadlines without losing important detail.
• Clear and confident written and verbal communication.
• A proactive approach: able to anticipate what is needed, ask sensible questions and follow tasks through to completion.
• Practical problem-solving ability and a calm, constructive response when plans change.
• Strong attention to detail when working with measurements, plans, quotations, artwork and project information.
• Comfortable working independently, remotely and as part of a small collaborative team.
• Confident using standard Microsoft 365 applications and willing to learn CRM, Adobe and project systems.
• Full UK driving licence and willingness to travel regularly to client and project sites throughout the UK, including occasional early starts, late finishes or overnight stays. Useful, not essential:
• Experience in project coordination, account support, construction, interiors, signage, print, events, AV or another site-based delivery environment.
• Experience reading floor plans, undertaking surveys or coordinating subcontractors.
• Basic familiarity with Adobe InDesign or other Adobe Creative Cloud applications.
• Experience requesting quotations, preparing estimates or working with project budgets.
• A relevant project-management qualification or a desire to work toward one. The person who will thrive here Someone who believes in innovation and wants to help make beautiful, effective spaces for a living. They will be kind, accountable and unafraid to get close to the practical detail. They will communicate openly, treat clients and partners with respect, welcome feedback and care about the standard of the finished result. Flareform is a small, ambitious team, so this role will suit someone comfortable with variety and willing to help where needed. In return, they will receive direct mentoring from the Head of Projects, exposure to unusual and innovative work, and a genuine route into a full Project Manager position. Role boundaries The Head of Projects retains responsibility for departmental workload, project allocation, complex commercial decisions, major changes, senior client escalation and overall delivery standards. The Assistant Project Manager will operate within agreed authority and is expected to escalate matters promptly whenever scope, cost, programme, safety, quality or client confidence may be affected. Equal opportunity. Flareform welcomes applications from people of all backgrounds. Appointment and progression will be based on capability, potential, conduct and the requirements of the role. Reasonable adjustments can be discussed throughout the recruitment process.