Project Office Coordinator

POSITION DETAILS:

Position Title:

Reports to (POSITION):

Team:

Department:

PURPOSE OF JOB:

This is an exciting opportunity to join our growing Project Management Office (PMO) team within the ever-expanding successful Bytes family.

The focus of this role is to ensure the smooth and efficient delivery of our consultancy services to customers. Using Bytes Standard Project Management methodology and toolsets, the role holder will provide professional administrative support and assistance across various aspects of the service delivery process, such as scheduling customer engagements, managing resources and timelines, and ensuring high-quality outcomes.

The coordinator acts as a central point of contact between the consultancy team, customers, and account managers, facilitating effective communication and collaboration. They may also be responsible for monitoring project progress, identifying and resolving issues, and maintaining customer satisfaction.

KEY RESPONSIBILITIES:

• Ensure all new engagements are created within the appropriate toolsets, have the necessary paperwork in place and are allocated to the appropriate consultancy and project management resources.

• Coordinate with customers to offer available dates for consultancy and book appointments with the appropriate consultants based on their expertise and availability.

• Maintain and manage the schedules of consultants, ensuring that their time is effectively allocated and optimized for client engagements.

• Coordinate internal meetings and engagements by sending calendar invites to the relevant team members, ensuring everyone is aware of upcoming appointments and events.

• Maintain an up-to-date resource calendar that tracks the availability and allocation of consultants, making it easier to manage their workload and schedule.

• Maintain an accurate and updated record of consultancy orders, ensuring that all details are recorded correctly in the consultancy order book.

• Facilitate the timely delivery of necessary project documents, such as Statements of Work, project plans, and deliverables, by coordinating with consultants and ensuring they adhere to deadlines.

• Serve as a central point of contact, ensuring that communication flows smoothly between various stakeholders, such as customers, consultants, sales teams, and other internal departments.

• Collaborate with purchasing and services back-office teams to initiate the monthly invoicing process, ensuring accurate and timely billing for consultancy services provided.

INDIVIDUAL RESPONSIBILITIES:

• Manage incoming queries coming in the Project Office and dedicated Consultancy mailboxes

• Update all relevant tracking spreadsheets daily

• Regular catchups with consultants over phone/Teams

• Ensure robust processes are implemented and managed

• Keep all process guides up to date

• Escalate issues to relevant managers swiftly

• Support the Bookings teams during busy times

• Evaluate efficiencies and put ideas forward for improvement

• Work collaboratively with other teams across the business to build strong relationships

WIDER TEAM NETWORK

Internal

• Service Delivery Teams
• Sales teams
• Pre-Sales teams
• Security team
• Purchasing / Services Back office

External

• Clients
• Vendors
• Partners / Suppliers
• Distribution

QUALIFICATIONS, EXPERIENCE, & SKILLS: 

Educational Qualifications:

• Educated to GCSE Level with minimum of A-C Grade in Maths and English

ESSENTIAL

Professional Qualifications

• None

ESSENTIAL

Years of Experience

• 1 year or more administrations experience

ESSENTIAL

• Well versed in Microsoft Office applications

ESSENTIAL

Other Requirements

• None

ESSENTIAL

CORE Competencies & SKILLS – BASED ON POSITION AND GRADE

• Organised, methodical individual with excellent time management who can prioritise

• Accuracy and attention to detail.

• Excellent organisational skills and ability to juggle multiple demands without missing deadlines

• Ability to work both independently and as a team and enjoy working in an environment that requires continuous learning and development

• Ability to take ownership of tasks and drive the team objective forward.

• Excellent verbal and written communication with customer service/facing skills