Trainee Project Coordinator
3 weeks ago
Job Title: Project Coordinator
**Salary**: Dependent on experience
Department: Project Management Office
Responsible to: Head of PMO
Statement of Job Purpose
The role of the Project Co-Ordinator has multiple facets and is an integral part of the PMO. A Customer facing role, focussing on logistics and co-ordination of all necessary resources to ensure a prompt execution of the project is delivered on time and within budget. Communication is as important as within the Project Manager role, and carries an expectation to directly communicate and forge good solid colleague & customer relationships.
This will include administrative tasks required for the smooth running of a project such as scheduling meetings, booking rooms and resources, organizing venues, taking minutes, document management, project plans maintenance and more.
In addition, one of the main elements of this role will be to assist with Resource Co-ordination / Resource Management. This refers to the Proact Technical and Project Resources together with any third-party resources where necessary. A requirement will be to balance availability with the appropriate projects and resources available to deliver the maximum efficiencies.
Main
**Responsibilities**:
- Coordinate bookings and tracking of appropriately skilled Professional Services and Solution Architects
- Manage project coordinated projects where a project manager is not required in accordance with the Proact UK PMO guidelines
- Management and control of multiple projects & project tasks is essential. You will need to be disciplined and organised such that you keep control and expedite tasks in a timely manner, retaining management and control.
- Creating detailed work plans which identify and sequence the activities needed to successfully complete the project
- Day to day task management & control of all required Proact and Third-Party resources once allocated on a per project basis
- Driving issues through to resolution, managing conflict where necessary
- Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project
- To be the main point of contact for the Customer throughout the project lifecycle. Positive development of internal and external customer relationships. Focus on Customer Success is essential at all times
- To manage the relationship with the customer on behalf of Proact UK throughout the project lifecycle
- To produce up to date and accurate project records within appropriate Company business systems to ensure accurate reporting to the business of project status
- Managing bookings and tracking of correctly skilled project resources on project coordinated projects
- To ensure accurate billing of project budgets in accordance with the agreed milestones and timeframes of the project
- Project Budgetary Management and Control - All projects must be managed and maintained as such that they are executed and delivered in a timely manner as sold within the Job or Project Sale. It is an expectation that all projects are delivered on time. Any project overruns (time and/or effort) must be reported by exception in detail with full supporting reasons. All members of the projects team must endeavour to achieve these goals.
- To work alongside the Project Managers to assist in the management and delivery of projects in accordance with the Proact UK PMO guidelines
- Creation of project start-up collateral for the Project Managers
- To produce regular project budget reports to the customer, Proact account managers, Proact district managers and Senior Management Team
- To produce accurate and timely utilisation and forecasting reports
- Documentation: you will be expected to compile, create and deliver quality customer facing documentation based on the Proact UK PMO guidelines
- To take part in cross departmental working teams as required to meet organisational objectives
- Support and assist the Head of PMO including administration and booking meetings
- To be responsible for the distribution of Project documents, via Docusign, and drive completion of all required signatories
- Whilst not a technical role, an appreciation and understanding of the underlying technologies is essential
Person Specification
**Personal Attributes Required**
**Qualifications**
- GCSE Grade C or above in English and Maths, or equivalent qualification
- Prince 2 - Foundation certificate
**Experience & Knowledge**
- At least 1 years’ experience in a Project Management environment
- At least 1 years’ experience utilising an ITIL service management framework
- Experience of working on multiple projects simultaneously
- Experience of delivering medium to large IT transformation projects with multiple vendor technology
- Experience of co-ordinating resources
- Experience of drafting clear and comprehensive documentation
- Experience of dealing directly with customers
- Experience of working in a flexible team environment
**Skills**
- Ability
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