Project Coordinator

3 weeks ago

Stockholm, Stockholm, Sweden Talogy Full time

About the Role

Reporting into the Consulting Support Manager, the Project Coordinator is part of the team responsible for the operational side of our consulting delivery to our clients. Working alongside our Consultants, the Consulting Support team project manage, coordinate and provide administration for our talent management services. The Project Coordinator supports the Consulting Support Project Lead as well as the Lead Consultant with the delivery process for more complex projects and manages small-scale projects themselves. This position requires collaboration with both internal and external stakeholders, including clients and participants. They may also contribute to sales and marketing activities, assist with event and office management, and liaise with Corporate departments for operational projects as needed. This is usually a full-time, permanent position working around a 5-day week, though actual days and circumstances may vary depending on regional requirements.

Role Responsibilities

Operational oversight

  • Proactively provide regular updates to Consulting Support Manager of project progress, challenges and achievements, as well as regular project updates
  • Work with the Lead Consultant / Project Lead to track project progress, identify and manage any risks and issues and ensure projects are delivered on time, to budget and to the client's satisfaction.

Project set up and management

  • The Project Coordinator takes responsibility for the projects assigned to them by the Consulting Support Manager. This could be taking responsibility for the coordination of internal and external projects assigned from end to end, or could be supporting specific tasks within a project.
  • Using information from the Lead Consultant/Project Manager set up the project in OpenAir including Tasks and Planned Hours. Track project progress and ensure hours are being booked by all those working on the project.
  • Be proactive in determining the coordination tasks that need to be completed as a project progresses, anticipating any challenges and working to avoid or overcome them.
  • Deliver regular status updates to the Lead Consultant regarding project progress, as needed.

Client/participant management and support

  • Support the Lead Consultant and Client Partner in managing the client relationship, ensuring a gold standard service (Professional, responsive, timely, accurate)
  • Handle day to day communication with the client on logistics, participant bookings, project progress etc. Support with coordination of delivery dates and timetables.
  • Book participant sessions (assessments, coaching, feedback, group sessions etc.) and record all details on project documentation/trackers. Send out related communications including any preparation work.
  • Liaise with TechOps where required for implementation and product administration. Where possible, complete product administration including set up and issuing of invitations, monitoring of responses and downloading of reports.
  • Co-ordinate the delivery process, including supporting assessment centres/workshops/proctoring, ensuring the smooth running of all elements for both in-person and online delivery.
  • Manage any post-delivery communications/ reports.

Financial Management

  • Support the Project Lead in the definition of project scope and objectives, involving all relevant internal stakeholders, ensuring technical feasibility and all relevant costs are considered.
  • Assist with the financial aspects of projects, including system management, revenue management and invoice preparation and tracking, ensuring accuracy and promptness.
  • Correctly set up and record projects in Open Air, ensuring all users are added, client details, invoicing and revenue recognition are correctly detailed for project and revenue analysis. Where Open Air is used for invoicing ensure all revenue recognition and invoicing is completed.

Resource Planning

  • Work with the Project Lead / Lead Consultant to resource client work to ensure the efficient use of internal resources and associates.
  • Book and confirm sessions with participants and consultants. Issue SOWs & POs for associates where used.
  • Co-ordinate materials, flights and accommodation, as required.

Quality Assurance

  • Regionally, where required, keep up-to-date records and details of internal material; as well as knowledge management systems like OpenAir, Salesforce and SharePoint
  • Review materials/documentation/reports to ensure accuracy, clarity and professionalism.
  • Collect, compile, analyse and manage client data ensuring it's confidentiality, accuracy and security. Monitor the completion of Consultant produced reports, co-ordinating QA, proofing and issuing to the client/candidate/participant as per the requirements of the SLA.
  • Participate in project reviews and always seek to identify and record opportunities to improve processes and become more efficient in project coordination and delivery.

Working within a global team

  • Work with Consulting Support team members to provide support to other client projects, as needed.
  • This is likely to be within the same region but may include supporting global projects or those in other regions, as well as knowledge sharing and cross-training where possible. Your role may require you to undertake additional tasks in order to provide effective service to our internal and external clients.

Knowledge, Skills and Experience Requirements

  • Previous experience in a project management environment is preferred.
  • Education/certification in project management is preferred.
  • Proficiency in using web-based project management software, e.g. MS Project, Jira etc.
  • Strong IT skills and the ability to learn new systems quickly.
  • Proficiency with Microsoft Office products, e.g. Outlook, Excel, Word, Teams etc.
  • Previous experience in the talent management industry is desirable but not required.
  • Demonstrable evidence of being able to collaborate effectively with others, multi-task, and prioritize workloads for self and others
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