DESCRIPTION
The Role’s Purpose and Value
Financial Management
Reporting to a Consulting Support Manager, the Project Coordinator is part of our Consulting Operations team, supporting client delivery. Working alongside our Client Managers and Project Administrators to coordinate Talogy’s talent management services.
This role requires collaboration with both internal and external stakeholders, including clients, participants and Talogy project stakeholders. The role coordinates the broader project team to ensure all operational tasks tied to service delivery are completed in line with contractual requirements.
This is a full-time position, working 5 days a week with potential requirement for shift pattern to support a global operating model.
Core Skills and Responsibilities
The daily impact of this role is characterized by (though not limited to) the following core skills and tasks:
Operational oversight
- Proactively provide regular updates to Client Manager and Consulting Support Manager of project progress, challenges and achievements, as well as regular project updates to the broader project team
- Work with the Client Manager to 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 Client Manager to 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.
- Create project trackers and task lists to ensure the entire project team are clear on deliverables and actions to be taken through to project close
- 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.
Client/participant management and support
- Support the Client Manager in managing the client relationship, ensuring a gold standard service (professional, responsive, timely, accurate)
- Handle day to day communication with the client on project progress
- Ensure participant sessions actions are completed by Project Administrator, in line with the project task list and status is maintained on project documentation/trackers.
- Liaise with TechOps where required for implementation
- Co-ordinate the project cycle to ensuring the smooth running of all elements for both in-person and online delivery
- Oversight of relevant post-delivery communications/ reports, in partnership with the Project Administrator
Financial Management
- Support the Client Manager 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 Client Manager and/or Resourcing Manager to resource client work to ensure the efficient use of internal resources and associates.
- Issue SOWs & POs for associates where used.
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 information ensuring it's confidentiality, accuracy and security.
- Coordinate the completion of reports, QA, proofing – working with the Project Administrator on prompt issuing to the client as per the requirements of the SLA.
- Coordinate and 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 wider Consulting Operations team members to provide support to other client projects, as needed.
- Your role may require you to undertake additional tasks in order to provide effective service to our internal and external clients.
REQUIREMENTS
Background Requirements and Preferred Experience
The following qualifications and experiences are considered foundational requirements for this role:
- Strong IT skills and the ability to learn new systems and tools quickly.
- Proficiency with Microsoft Office products, e.g. Outlook, Excel, Word, Teams etc.
- Demonstrable evidence of being able to collaborate effectively with others, manage personal assignments, and drive tasks through to completion
- Previous experience in a project administration or coordination environment is preferred.
- Previous experience in the talent management industry is desirable but not required.
Behavioural Competency Requirements:
Providing effective service
Customer Focus: Provides prompt and respectful service. Demonstrates empathy for customers. Takes action to resolve customer problems, regardless of the cause. Handles difficult and high-pressure situations with professionalism.
Problem Solving: Gathers information needed to understand customers’ problems. Identifies the root causes of customers’ problems. Leverages available data and resources to resolve problems. Escalates customer issues to supervisor or others (experts), if needed.
Prioritizing and Planning: Uses an orderly and structured approach to work. Prioritizes tasks by considering importance, deadline, and resources. Develops or uses systems to keep track of priorities, pending deadlines, progress to date, commitments, and follow up. Balances new requests with established priorities.
Supporting others
Communication: Listens attentively to customer needs and co-workers. Asks questions to verify own understanding. Explains issues and solutions in a way that is easy to understand. Demonstrates confidence and credibility.
Building Relationships: Interacts with others in a friendly and polite way. Seeks opportunities to connect with others. Develops relationships with co-workers from other teams and departments. Maintains confidentiality (e.g., customer billing) as needed.
Teamwork: Offers to help others with their work. Openly shares relevant knowledge, expertise and information. Respects others’ talents, expertise and contributions. Collaborates with others to achieve common goals.
Achieving results
Quality Focus: Takes a thorough and detailed approach to work tasks. Checks own work carefully to ensure quality, accuracy and completeness. Configures systems and settings and documents actions accurately. Detects mistakes and inconsistencies as they arise.
Drive for Results: Works with a sense of urgency to drive tasks through to completion. Maintains a clear focus on what needs to be done to achieve the end goal. Exerts extra effort or time to achieve objectives. Meets service and productivity expectations as outlined in SLAs and/or internal policies.
Learning Agility: Learns quickly when facing new situations. Demonstrates ability to learn new systems, platforms, products, and processes. Identifies and pursues areas for development and training.
Adaptability: Accepts new tasks, situations, and challenges willingly and positively. Readily adopts change and new ways of doing things. Demonstrates a flexible approach to dealing with others. Manages unexpected issues with ease.
OFFER
Salary
€22,500 - €26,500 (fully remote, anywhere in Spain) depending on level of experience.
Benefits
Talogy offers great benefits along with this fully remote role for a great work-life balance. All IT equipment provided, and to ensure your success.
Talogy knows everyone’s career journey is unique, subject to changes in personal circumstances and interests. We won’t tell you what path you should take, but we will provide you with guidance on activities that can support whatever direction you wish to take.
That’s why we have made development toolkits at Talogy, and there is one for every level in every job family.
SKILLS
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