Responsibilities
1. Provide general logistical & administrative support to Client Delivery Teams [globally]. This will involve, but not be limited to: Workshop and virtual individual and group coaching scheduling Resourcing Facilitators and Coaches Uploading and launching new programmes via our in-house digital systems (Coach OS, Momenta) and monitoring participant engagement Managing and maintaining program data across various platforms 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 Face to Face workshop logistics, including, but not limited to shipping of IT, ordering printed materials, visa processing, hotel booking Liaising and building relationships with the external facilitator network 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
2. Provide customer service support for Virtual Deliveries in the role of Digital Operator. This will involve, but not be limited to: Setting up and managing virtual sessions on platforms such as Zoom and MS teams Providing live in-session support such as running polls, moving participants into break-out rooms, technical issues, managing simulations and pushing out links and documents Supporting the scheduling, ramp up [training] and analytics of Operator use across Europe Contributing to post session debriefs, with an aim to improve the Operator library and delivery collateral for the team Input to ongoing process creation for the Digital Operators team
3. Work in close partnership with client and internal account teams to put forward recommendations for process improvement that could benefit client and team satisfaction
4. Maintaining accurate data on the businesses ERP (Resource & Financial tracking) system and in line with Operations KPI targets
5. Support general Office Management activities, including office logistics, culture & engagement activities, coordination of supplies and meeting room/visitor management
Who we are looking for:
6. Organised, analytical and capable of working on multiple projects simultaneously, with exceptional attention to detail
7. 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
8. Strong communication, able to relay instructions and decisions clearly both verbally and in writing
9. To be able to demonstrate workload prioritization, focus to tasks and personal time management
10. A relationship builder, capable of managing various internal and external stakeholders
11. A creative thinker who looks for opportunities to improve existing processes, with the client and team at front of mind
12. Independent, a quick learner and comfortable taking on responsibility and testing new solutions and systems
13. Digitally savvy, ideally with experience using virtual meeting platforms (such as Zoom or Microsoft Teams)
14. Experience in using Microsoft Office Suite is required (Outlook, Excel, Word & PowerPoint.)
15. A flexible attitude, unphased by unexpected change and ambiguity and able to adapt to changing scenarios at pace
16. Proficiency in French or German (Both is preferable)
17. A professional individual with a good sense of fun
Working Environment
Most of our European OPS members are in both London and Portsmouth. We may ask you to travel to either location for team days or events several times a year. We work within a hybrid arrangement, with the expectation to spend of 60% of your working time (minimum 3 days) in your respective local office.
You will be asked to attend the office more frequently (up to 5 days) during your probationary period to further your onboarding.
What we offer
In return we offer a people focused, fun and supportive work environment, opportunities for structured professional development and a range of other personal and financial benefits (a 25 days holiday, pension scheme, and the possibility of flexible working options).
We also offer a clear career path, with successful Project Coordinators often progressing into Senior Coordinator role within 18 - 24 months