PROJECT COORDINATOR, MATERNITY COVER – JOB ADVERT

BTS have a fantastic opportunity to join our busy European Operations team for 12-month, fixed term contract for maternity cover. This vacancy is based in London, in our Hammersmith office.

WHO WE ARE LOOKING FOR:

• Organised, analytical and capable of working on multiple projects simultaneously, with exceptional attention to detail
• Highly pro-active; always a step ahead and on top of tasks at hand whilst keeping an eye on the long-term goals of a project
• Strong communication, able to relay instructions and decisions clearly both verbally and in writing
• To be able to demonstrate workload prioritization, focus to tasks and personal time management
• A relationship builder, capable of managing various internal and external stakeholders
• A creative thinker who looks for opportunities to improve existing processes, with the client and team at front of mind
• Independent; a quick learner and comfortable taking on responsibility and testing new solutions and systems
• Digitally savvy, ideally with experience using virtual meeting platforms (such as Zoom or Microsoft Teams)
• Experience in using Microsoft Office Suite is required (Outlook, Excel, Word & PowerPoint)
• A flexible attitude, unphased by unexpected change and ambiguity and able to adapt to changing scenarios at pace
• A professional individual with a good sense of fun

THE ROLE

No two days are the same as we coordinate and deploy the logistics for our programs to regional and global clients! You will support the execution of these programs, working with multiple stakeholders to ensure each client project is run successfully. Service is key and the Europe Operations team are at the heart of our client success management. A fun team dynamic and attitude to work supports us to be at our best whilst delivering the highest service and results to our clients. This role is critical in ensuring our world-class programs are delivered smoothly and effectively.
Hours are generally between 9.00am to 5.30pm (UK) Monday to Friday, with some flexibility required due to global sessions.

RESPONSIBILITIES

• Provide general logistical & administrative support to Client Delivery Teams [globally]. This will involve, but not be limited to:
• Managing and maintaining program data across various platforms simultaneously to enable successful client engagements, including but not limited to, CVENT, Gallup, Miro, Smartsheet, Zoom, MS Teams as well as our in-house digital systems
• Scheduling face- to- face and virtual workshops, as well as individual and group coaching sessions
• Resourcing facilitators and coaches from both our internal pool of colleagues, as well as our external facilitator network
• Uploading and launching new programmes via our in-house digital systems (Coach OS, Momenta) and monitoring participant engagement
• Face- to- face workshop logistics, including, but not limited to shipping of IT, ordering printed materials and maintaining and updating our digital deployment systems
• Supporting the finance department with the invoicing process including obtaining purchase orders and expenses validation
• Generate system reports for program activities and assist with metrics reporting
• Ensuring all client SLA’s are met
• Work in close partnership with client and internal account teams to put forward recommendations for process improvement that could benefit client and team satisfaction
• Maintaining accurate data on the businesses ERP (Resource & Financial tracking) system and in line with Operations KPI targets
• Support general Office Management activities, including office logistics, culture & engagement activities, coordination of supplies and meeting room/visitor management