Project Support Coordinator

7 months ago

Blackpool, United Kingdom Chelsom Ltd Full time

Chelsom is a dynamic and market leading designer, manufacturer, and supplier of decorative lighting to the global hospitality sector. We have been based in Blackpool for over 75 years and Chelsom’s reputation stands firm as one of the longest standing and well-established vendors in this specialist field. By having proven relationships for many years with major hotel groups, cruise ship operators, interior designers, architects, shipyards, contractors, and hospitality procurement groups, Chelsom has secured large scale projects with the biggest names in the industry from all around the world. Amongst our clients are Hilton, Disney Cruise Lines, Four Seasons, Mandarin Oriental, Center Parcs and Virgin Voyages.

We are very proud to have won two Queen’s Awards for Enterprise in the International Trade category in both 2017 and 2020. As the UK’s highest official awards for British businesses, they come in recognition of our ever-increasing overseas sales presence. We have sales teams in Europe, USA, Asia, and The Middle East who service interior designers, hotel groups, cruise operators, shipyards, and other organisations around the world. Our global portfolio spans a multitude of countries. Our extensive export experience means that all international product certification requirements can be met.

**Job description**

**Purpose**:
To provide exceptional project management support to the internal and external sales teams. Establish and maintain project controls and support the team in using specialist techniques such as planning and control and risk management. Support in the sales and administrative functions of the business as required to ensure that all customers receive a timely response to all enquiries and orders, in a professional manner and in keeping with the Company’s corporate image.

**Duties & Tasks**

**Primary responsibilities**:

- Set up and maintain digital project files.
- Create detailed project timelines and project trackers.
- Provide support to the projects team in all aspects of project management.
- Coordinate risk assessment meetings and support the creation of documents to minimise or mitigate risk on complex products.
- Provide support across all 3 Teams (UK & Export, USA and Marine) as required to meet business demand.
- Identify and support delayed orders to ensure timely communications with stakeholders and highlighting where remedial actions are required.
- Highlighting technical specifications that are relevant to the project and communicating these specifications accordingly within the business.
- Identify key project information including project milestones, response dates and requirements.
- Provide support during project meetings, such as note taking, arranging follow-up meetings, and updating project documents.

**Secondary Responsibilities**
- Prepare quotations when required in an accurate and timely manner to meet the deadline specified by the customer.
- Prepare sales orders when required in an accurate and timely manner in order to meet the deadline specified by the customer.
- Maintain sales orders to ensure that the products are available to meet the delivery date promised.
- Keep customers advised of progress in supplying their orders and ensure that product is despatched on time or agree new dates where we are unable to meet the required delivery date.
- Keep Consultant’s advised of communication with customers and production.
- Prepare export documentation as required to ensure problem-free delivery to destination.
- Answer the telephone in a professional manner, ensuring that any information given on prices, product availability, despatch date etc., is accurate.
- Requisition replacement stock with Purchasing to cover the requirements of the customer’s order and liaise with production to agree despatch dates.
- Take card payment details from the customer, keep safe whilst in your possession and dispose of appropriately.
- Provide an excellent after-sales service to the customer.
- Provide general administrative support as necessary to assist the Sales Team.

**Essential**
- GCSE Maths and English Language at Grade C or above
- An excellent working knowledge of Microsoft Office products, particularly Excel.
- Highly organised
- Problem solver
- Strong interpersonal skills
- Strong communication skills

**Desirable**
- Knowledge of Project Management processes
- Experience using CRM and ERP systems
- Project Management qualification such as APM/Prince2 or similar
- Processing of sales orders
- Preparation and quote conversion
- Experience/knowledge of lighting products
- Exporting/Export Documentation
- Experience of contract market and/or manufacturing environment

**Benefits**

25 Days holiday plus all bank holidays - increases to 30 days holiday plus bank holidays with service
- Company Pension Scheme
- Life Assurance Scheme
- Staff Discount on Products
- Health and Well Being Scheme
- Annual Bonus Scheme
- Cycle to Work scheme
- Technical & Electro

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