Project Assistant

ROLE PURPOSE Xzibit is undertaking an ERP/systems replacement project, transitioning from our existing complex systems. This role provides dedicated project support to the Project Lead throughout discovery, design, configuration, and go-live phases. The role is responsible for maintaining momentum, managing contractor and stakeholder coordination, and ensuring the implementation is delivered with rigour and commercial discipline. KEY RESPONSIBILITIES Project Coordination Maintain and update the systems implementation project plan, risks, and milestone tracking Coordinate across internal stakeholders to capture business requirements and validate proposed solutions Prepare and manage documentation including requirements specifications, briefs, evaluation matrices, and decision logs - as directed by the Project Lead. Facilitate change management planning, including training needs analysis and internal communication - as directed by the Project Lead. Vendor & Technical Liaison Act as primary day-to-day liaison with the selected ERP vendor, implementation partner and all stakeholders - internal and external - for comms Coordinate UAT, data migration, and integration activities - as directed by Project Lead. Identify and escalate risks, issues, and scope creep to the MD promptly Ensure the implementation brief addresses integration specifications, user landscape, and budget parameters - in consultation with Project Lead Internal Stakeholder Support Support department heads in mapping current workflows and identifying future-state requirements - admin focus Provide structured progress updates to the MD and leadership group - reporting Contribute to post-go-live review and documentation of system processes and training materials - reporting and documenting KEY COMPETENCIES Strong project management methodology — Agile, Waterfall, or hybrid Experience managing ERP or business systems implementations Ai experience including process and task automations High attention to detail and documentation discipline Ability to translate operational needs into system requirements Effective stakeholder management across varied seniority levels Independent worker comfortable with ambiguity and a lean project team