Coordinator - Projects Delivery

The  Coordinator – Projects Delivery’s purpose is to work proactively to provide a high standard of effective administrative support to ensure efficient completion of all duties, including but not limited to: dealing with correspondence; drafting replies; preparing mailings; updating the contacts database; collating information and assisting with production of presentations and reports; minute taking; keeping up to date lists of action points from meetings; action point chasing; meeting organising, travel booking, processing expenses.

The main responsibilities for this role include: 

• A key part of the role will be helping to manage the diaries of Senior Staff and ensuring that routine letters and enquiries to them are responded to in an appropriate and timely manner.
• Greet visitors/clients and deal with any needs or general enquiries that they may have to ensure they are made to feel comfortable and welcome.
• Maintain and develop both the physical and electronic filing systems to ensure accurate and speedy retrieval of required documentation and reports.
• Perform all duties at a confidential level.
• Arrange travel management for Senior Staff.
• Liaising with other staff members to co-ordinate meetings/agendas/room bookings, arranging conference calls etc.
• Maintain follow-up action list/file.
• Draft and proofread replies to correspondence.

Event Management:

• Organising conferences/training sessions world-wide.
• Develop new or revised procedures or recommend improvements.
  Independently prepare reports, presentations, and correspondence of a non-standard nature; co-ordinate production; schedule graphics, editing and reproduction.
• Routinely solve problems and questions that normally arise in the course of the job.
• Develop and maintain excellent working relationships with senior management, colleagues and other company and external work contacts.
• Assist in administration of procurement activities, including developing procurement templates, tracking of submissions and evaluations, maintaining supply chain contacts
• Undertake cover for electronic information document management tasks where necessary
• Perform other duties as assigned

3 years' professional experience, ideally with prior industry expertise as well as:

• Bachelor's Degree in a business-related discipline or equivalent experience.
• Possess good skills in shorthand/speed writing.
• Possess excellent written and verbal communication skills together with good knowledge of MS Office suite using Excel, PowerPoint, and Word.
• Accuracy and attention to detail is essential.
• Must possess excellent supervisory and people management skills.
• Must be flexible to respond to the diversity of the role while maintaining high levels of discretion and diplomacy.
• Able to work on his/her own initiative to ensure matters are dealt with professionally, relying on experience and judgement to resolve issues wherever possible.
• Possess strong organisational and time management skills, able to multi-task and work with minimal supervision.
• Able to manage and prioritise his/her own workload according to the constantly changing priorities and deadlines of the various tasks and responsibilities assigned.
• Expected to utilise independent judgement to adapt practices, procedures and techniques as required accomplishing duties and responsibilities of the job.