Senior Project Co-Ordinator

About the Role:

Reporting into the Consulting Support Manager, the Senior 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 Senior Project Coordinator supports the Project lead with the delivery process for more complex projects, taking responsibility for the specific small-medium scale projects assigned to them, handling all coordination and administration tasks needed to ensure effective delivery. 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.

Role Responsibilities

Team Leadership

• Manage the communication and clarity of responsibilities within the team working on each client project, including both internal, external and where appropriate 3rd party resources.

Operational oversight

• Provide regular updates to Consulting Support Manager of project progress, challenges and achievements.
• Work with the Lead Consultant 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 Senior Project Coordinator takes responsibility for the projects assigned to them by the Consulting Support Manager. This could be taking responsibility for the coordination of projects 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, whilst creating and managing a project plan for medium-size projects.
• 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 and problem solving focus)
• 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

• Assist 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.
• Coordinate 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, coordinating QA, proofing and issuing to the client/candidate/participant as per the requirements of the SLA.
• Conduct and present project reviews including lessons learnt and profitability statistics. Identify and record opportunities to improve processes and become more efficient in project management 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.