Project Coordinator (Onsite) at The Back Room Offshoring Inc.

Angeles, Central Luzon, Philippines -

Full Time

Start Date

Immediate

Expiry Date

05 Mar, 26

Salary

0.0

Posted On

05 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Management, Budget Management, Event Production, Vendor Management, Client Relationship Management, Team Collaboration, Communication Skills, Financial Reporting, Time Management, Problem Solving, Creativity, Attention to Detail, Process Improvement, Social Media Strategy, Training & Onboarding, Logistics Management

Industry

Accounting

Description

Want to be part of a community that focuses on work-life balance, provides competitive salary and fantastic opportunities? The Backroom Offshoring Inc. is a KPO company experiencing strong dynamic growth and we want you to be part of it! Located at One West Aeropark in Clark Pampanga, a world-class building with top facilities, a conducive work environment is guaranteed! ABOUT US: The Client is a leading global drinks agency with headquarters in London, Sydney, Los Angeles, New York & currently launching in São Paolo. In two decades we have earned a reputation for excellence, style & reliability, which has seen the biggest names in the drinks & events industries come to rely on us for a growing range of services. The Client creates experiences that closer connect people to brands while creating a culture for growth. STUDIO - Creative Services & Design EXPERIENTIAL - 360 Event Production HOSPITALITY - Beverage, Food & VIP Table Service MARKETING - Trade Marketing & Strategy WE DON’T JUST DO DRINKS. The Client specializes in Event/Festival Production, Hospitality, Brand Marketing/Strategy, Creative Services & Experiential Marketing. Our STUDIO creative services include content creation, branding, photography, videography, 3D modeling & graphic design. The Client's mission is to challenge healthy growth while creating lasting memories through impactful experiences. We develop our people, nurture a learning environment, champion grit, embrace challenges, encourage a growth mindset & aim to build better people, which in turn create better TEAM mates. In this role, your time will be spent between the below key functions: · POSITIVE TEAM WORKFLOW – Making sure there is a high performing & positive work environment for all those involved in your projects. · PROJECT ADMIN – Building & helping all project documentation, this includes setting up TEAMS channels, INT/EXT meetings & supporting general project supporting docs. · PROCESSES & PROCEDURES – Helping upkeep project workflow & processes. Helping give feedback on ways to improve efficiency & effectiveness on team output. · NEW BUSINESS DEVELOPMENT - Drive & convert business development for both new & existing clients, in line with S&C’s growth strategy. · EVENT PROCESSES & PROCEDURES - Supporting all project operational processes & protocols. Including but not limited to; contractor training, warehouse logistics, bar set up, vendor management & ergonomics, event plan building, operational documents, client handling on site, portfolio allocation etc · DEPARTMENT – Ensure execution is meeting required GP%, with the overall department meeting the target GP% & NP% · COMMUNICATIONS – Ensure excellent communications both internally & externally. Updating all documents for projects including but not limited to timelines, financial roll ups, calendars, databases, SOP’s, Staff briefing documents & key communication documents. · FINANCIAL - Responsible for gross profit targets being achieved on all projects. You will have full visibility to quotes & be required to manage budget trackers to ensure company targets are being met. · REPORTING – Ensuring weekly updates internally to the S&C account leads, this will then be used as part of the weekly/monthly & annual reporting. · TEAM CULTURE – Help build an inspiring, inclusive & unified team culture within Sweet&Chilli. This includes being positive, contributing to the business by supporting the S&C core values & bringing your best self to the work place everyday. DAY TO DAY · Support all project leads on required tasks · Manage project budgets from quote to invoice with a P&L · Oversee & support projects - revenue, gross profit & net profit · Support incoming email & phone requests for new event business · Ensure all budget trackers are up to date for internal reporting daily · Plan & execute a business development plan with new & existing clients · Find cost efficiencies across the department where available · Build excellent vendor relationship while regularly building & updating databases · Build & maintain excellent client relationships at all levels · Support the wider Sweet&Chilli team in planning, testing, implementation, and evaluation of client brands & new business opportunities · Upkeep of all S&C digital platforms – Asana, Foodstorm, Harvest, Pipeline, Slack & Calendars · Support S&C’s social media/marketing strategy when required · Efficiently managing all expenses both personal PEX & ops expenses · Ownership over company logistics including but not limited to warehouse management, inventory, vehicles & office · Working with various departments to ensure good & cohesive workflow. Making sure bandwidth is considered & standards remain high. · Build & maintain excellent client relationships at all levels, anticipating growth opportunities & offering brand solutions · Find cost efficiencies across the department where available · Build & grow a community of national freelance staff in all areas · Ensure your training, onboarding & execution protocols for activations is being used effectively. · Ensure all budget tracking is up to date for internal reporting & client reconciliation · Support Directors/s on project reporting & analysis · Host & proactively schedule internal meetings & recaps as necessary · Contribute & drive ideation during S&C ‘Idea Generator’ meetings · Own weekly Dept. WIP meetings, contribute to team culture & come prepared for all internal 1:1 meetings · Manage project timelines effectively, communicating both internally & externally. Over communicate as necessary · Build excellent vendor/resource relationships while regularly building & updating databases · Ensure all financials are in line with company policies including PEX & staff expenses · Support S&C’s social media/marketing strategy with images & image databases from event teams REPORTING · Weekly reporting into Director/s during weekly 1:1 · Client budget reconciliations, newsletters for program activity & results from field campaigns · Manage and keep department WIP’s documents & meeting on track up to date · Accounts - Ensure all staff payments & supplier invoices are handled on time & correctly · Accounts – Present complete budget trackers each week to Director/s / financial manager KEY DELIVERABLES – KPI’s · PROJECT MANAGEMENT – Effectively support team members to complete their tasks with excellence while also owning your own task list with initiative, ownership & efficiency. · PROGRAM MANAGEMENT - Manage assigned events with excellence. Effective client/staff/vendor communications while meeting financial targets. · COACHABLE & GROETH MINDSET – Ensure you’re improving each day, seeking feedback on ways to improve alongside helping yourself & team mates around you to thrive & succeed. · INT REPORTING - Updates on projects managed, recaps with review against annual targets. This stems from quality weekly meetings with structures, agendas & goals which you will lead. · BUDGET TRACKERS - Ensure all budget trackers are available & company targeted margins are met. · COMMUNICATIONS - Ensure all internal communication tools are being used effectively such as Scoro, Asana, calendars, teams, emails & whatsapp. Emails/TEAMS are responded to in a timely matter. · TEAM - Build & grow our contractor & vendor team for both the infield work of HOSPITALITY, MARKETING & EXPERITIAL. · RELATIONSHIPS - Maintain excellent client relationships with regular updates internally on progress · WOW - Maintain all S&C WoW protocols including project allocation/CRM, project pipeline, Scoro, templates etc. · EXT REPORTING - Prompt & concise client facing reporting & communication · FINANCE – Weekly call covering weekly budget trackers, contractor payments & vendor invoicing PERSONAL COMPENTENCIES · Proficient IT skills (Word, Excel, Outlook, Keynote, G drive, Dropbox, external online platforms) · Efficient management of your output, including managing shared calendar & time blocking for performance · Proficient reporting skills & management of reporting scenarios · Strong time management skills with proven ability to manage several projects at once · Thrive in a fast-paced environment & ability to work under tight timelines · Willingness to work weekends & work extended hours when necessary · Extremely sociable and strong drive to lift those around you to get the best work ethos from surrounding individuals · Strong email communications with both client & S&C internally, ensuring responses are met promptly KEY WORKING RELATIONSHIPS Internal · Senior Leadership / Directors · Account Managers · Financial Manager · Global HOSPITALITY team members – UK & Australia External · USA clients · Service providers & vendors Work Set-up: Onsite Work Schedule: For confirmation with the client 🌟 Why Join Us? Benefits: Our benefits package is designed for full-time roles. For part-time/project-based roles, some benefits may or may not apply and will be discussed during the interview. Core Benefits: HMO on Day 1 + Free coverage for 2 dependents after 2 years Life Insurance Government-mandated benefits 20 Annual Leave Credits 13th-month pay Birthday & Bereavement Leave Onsite/Hybrid Extras: Travel Subsidy Staff House Accommodation (within certain distance) Free Shuttle Service Free Lunch & Uniform Perfect Attendance Bonus For All Employees: Onboarding Training Monthly Engagement Activities Birthday Gift & Weekly Treats Christmas Hamper & Anniversary Gift Opportunity to Travel 💰 Referral Bonus Refer a friend and get up to PHP 8,000 via GCash for every successful hire in this role! Grad trainees, junior, entry-level, and admin positions: PHP 3,000 Intermediate positions: PHP 5,000 Senior and hard-to-fill positions: PHP 8,000 Referral link: https://rb.gy/u35c6 📣 Apply Now Be part of a company that empowers people with technology. Check us out: 🌐 Website 📘 Facebook 🌟 Glassdoor

Responsibilities

The Project Coordinator will ensure a positive team workflow and manage project documentation, including setting up communication channels and supporting project processes. They will also drive business development and oversee event operational processes to meet financial targets.