Project & Operations Coordinator (Australia)

Are you a dynamic and organised Project & Operations Coordinator keen to bring your skills to a variety of business areas? Are you detail-oriented and driven, with impeccable time-management skills? Are you interested in joining a diverse, global team that values its people, nurtures professional growth, and emphasises collaboration? If so, then CEI would love to hear from you

Location: Melbourne or Sydney (hybrid)

Remuneration: Competitive rates and salary packaging available

Contract terms: 2 years (incl. 6-month probation)

**What does the Project & Operations Coordinator do?**:
This newly created position supports CEI's rapidly growing business and is a key member of our Operations team. The role is responsible for day-to-day coordination of projects and proposals, as well as general operational support to our project teams. The Coordinator will also support initiatives to improve CEI's existing systems, data, reporting and processes.

Reporting to the Commercial Director, this is a critical role for an expanding for-purpose business, offering room for growth and development in coming years.

As a member of a global organisation, there may be occasions when work and meetings will be conducted outside regular business hours, and this role may involve working on projects and initiatives across CEI's offices.

**Key areas of responsibility**:
**Project support**:

- Facilitate and support set-up of proposals and projects in the Kantata organisational platform, and support processes that deliver enhanced project resource management and team experience.
- Develop or oversee development of data dashboards and reports to provide useful insights on project health to the Leadership Team and Project Leads.
- Support contracting and invoicing, working closely with Project Leads and Finance to align billing to contracts.
- Operationalise data protection procedures to align with research ethics, in consultation with project leaders.
- Manage financial tracking, reconciliation and reporting of incentives and travel expenditures associated with selected large-scale projects.
- Act as the lead Kantata Administrator and product expert, ensuring proper onboarding, training and staff support.
- Provide administrative and coordination support for Directors and Project Leads in the set-up and review of project contracts.
- Support CEI-wide business insights tracking and reporting, including enhancing data on past projects and supporting the development of reports for staff, board and key stakeholders. Undertake efforts to audit and improve data quality underpinning these reports.
- Assist in finalising reports, presentations and proposals to align with brand standard, within CEI's templates.

**Business development**:

- Support the Senior Management Team with business building and prospecting activities, including ensuring team CVs are updated, compiling and/or preparing compliance documents for proposals, researching prospects, and ensuring membership for key portals are updated.
- Ensure up-to-date data on proposals is captured in the project management system (Kantata).
- Support Commercial Director in preparation of Leadership Team and Board reports on CEI-wide business development and pipeline activity.
- Support Directors in business development efforts through gathering information (e.g., updating stakeholder contact databases) on potential business development targets.

**Administrative support**:

- Assist the Accountant with transaction processing (e.g., submit employee expense reimbursements and assist with client invoicing and collection) when necessary.
- Reconcile and acquit monthly credit card statements for staff. Support staff in expenses reimbursements.
- When required, assist in coordination of both internal and external events, such as offsite conferences, webinars and in-house events, nationally and internationally.

**Health and safety requirements**:

- Act in a safe manner always, including complying with all safety instructions and training given at the workplace.
- Participate in, and contribute to, health and safety awareness and improvements.
- Comply with emergency evacuation procedures.
- Report all incidents, injuries, and potential hazards in a timely manner.

**Key selection criteria**:
**Position**:

- Experience in an operational support role with demonstrated ability to work independently in situations of competing priorities.
- High level of attention to detail with commitment to accuracy and quality; ability to be proactive and positive in solving problems.
- Demonstrated capability to learn complex data systems quickly and to use these to extract meaningful insights.
- Strong communication and people skills - written and verbal - and an ability to engage effectively with multiple stakeholders at all levels of the organisation.
- Strong customer service focus with well-developed relationship building skills.
- Demonstrated prior experience and ability to maintain confidenti