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Project Coordinator

3 months ago

Sydney, New South Wales, Australia DemandLab Full time
The
Project Coordinator will support the Services team in the day-to-day operation of DemandLab projects and services delivery. The
Project Coordinator is responsible for keeping everyone on task, on time, organized, and moving forward.

This team member will be responsible for a wide range of administrative duties, including maintenance of project files, monitoring team time tracking and task management, meeting agendas, and project communication, as well as producing reports for both internal and client needs.


Taking direction from the Manager of Project Services, the role works with our Client Success Strategists and Team Leads, as well as project team members.

The
Project Coordinator is expected to understand each project's needs and goals and assist in coordinating assigned resources to execute the tasks that will meet them (which may include custom development, marketing technology, etc).


The position requires strong organizational & timeline management skills, attention to detail, a high level of aptitude in planning and anticipating needs, and constant communication with multiple team members, in addition to the ability to swiftly change direction depending on the current needs of the situation.


Requirements:

Essential Functions and Responsibilities:

Project administration duties include:
Meetings & Communications

  • Act as client meeting facilitator: internal team prep, creating and distribution of agendas, meeting scheduling, client status document updates, status recap meeting notes and task assignments/followups postmeeting
  • Assist with client request intake process, monitor team and client updates, assist in prompting client for feedback when needed
  • Maintain and monitor task updates through the use of DemandLab's internal task management system, Asana
  • Communicate with clients and internally, setting times and dates for meetings to keep on schedule, identify any red flags regarding timeline and relay those to the Team Lead
Client administration

  • Assist with client onboarding, monthly retainer reconciliation, project postmortems, and client offboarding
  • Create and share weekly client utilization reports with Client Success Strategists and Team Leads
  • Monitor outcomes listed on reports and raise areas for additional analysis and problemsolving with the team
  • Follow up with internal team to ensure all tasks related to invoicing and purchase orders are complete
Vendor deliverables coordination

  • Assist with vendor asset processing: sending and acknowledging receipt from outsourced vendors such as transcription services, designers and proofreaders; reviewing materials received to confirm they meet expectations and communicating any issues to project manager; update internal team on assets received
Project support

  • Follow existing processes of project management to keep things organized and working according to plan
  • Become familiar with current projects, including short and longterm goals, timelines schedule and retainer and project budgets
  • Support Manager of Project Services in updating Asana (our project management system) by creating project plans, updating and closing projects as needed
  • Work with project team members to ensure that project and task statuses are maintained in both Asana and in client status sheets or client systems
  • Keep management informed regarding the progress of all project coordination activities
  • Other project admin services as assigned

Operations support duties including:

  • Assist with building out internal process documentation, presentations, charts, etc.
  • Assist with Google Drive folder upkeep and maintenance
  • Assist in maintaining internal team reporting such as billability, team schedule, resource capacity and routine time checks
  • Help with internal team meeting and event coordination as assigned
  • Provide assistance and training to system users as needed
  • Support the development of operational processes
  • Other operations support services as assigned
The Company may require an employee to perform other duties as assigned on a temporary basis

Success Measures:

  • The services team is expected to meet or exceed key performance metrics, delivering superior service in every interaction
  • Ensuring clients receive responsive, knowledgeable, and effective solutions that help them advance their use of marketing, sales, and service technologies and strategies
  • This position will be measured on the following delivery metrics
  • Delivery targets met
  • Projects are delivered on time, on scope and within budget
  • Delivery timelines and communications with clients meet SLAs
  • Hours reporting
  • Lost hours is at 10% or less
  • Client happiness related to deliverables and experience with the delivery team (as reported by the account owner and account contact)

Successful team members in this position must meet the following:

  • Excellent knowledge of GSuite, Microsoft Office Suite, as well as Microsoft Teams
  • Knowledge