Location: Chiswick, London (hybrid)

Job Type: Permanent

Reporting to: Project Coordination Manager - Regional Lead

Position supports: Europe, Project Director, Field Workers, Analysis Team and Finance

Job purpose:

Support Project Leaders in the EUW region for field visit scheduling activities by liaising with freelance field workers as per project timelines, geographical spread and field worker availability.

Roles and responsibilities:

  1. Project Set up

Build Project Scheduling database

  • Allocate ‘Field Visits’ to ‘Field Workers’ ensuring target numbers are met for each project with an optimal geographical spread

Provide a Project Overview to the field worker team detailing the following

  • Company, product, when they can contact reps, FVs start finish dates, briefing date, an indication of when they will receive the briefing document and workbook. Attached to this email will be the standardized STEM booking emails and note to

Communication with field workers

  • Their own individual tracker for each project which will be monitored weekly
  • Invitation to project briefing and debriefing

Communication with other stakeholders

  • Give heads up to other departments (e.g. training and analysis) as needed due to complexity of projects
  • Foresee any pitfalls and proactively communicate and collaborate with Project leaders to sort it out
  • Make sure the scope for field visits and interviews agreed with the client is achieved for each project

2.       During the project

  • Ensure target numbers are maintained by reallocation of reps when necessary
  • Provide a weekly update to the project lead and analysis team detailing initial booking rates with booking completion and call rate figures
  • Liaise proactively and in advance with the Project Leader if issues jeopardising scheduling completion
  • Ensure timely delivery of workbooks to the Analysis Team for client report creation

3.       End of a project

  • Send out STEM expenses template to field workers, collect their project invoices, send combined invoices to respective Project Leader for approval and finally to Finance for payment processing

Other key responsibilities

  • Build and oversee local projects pipeline
  • Update monthly fieldworker availability with a quarterly forecast for capacity mapping
  • Communicate capacity updates to PC Manager
  • Recruit new field workers as necessary
  • Participate in weekly catch-up calls for projects in the region
  • Collaborate with other PCs and cover projects in other countries in Europe, MEA and South East Asia

Education Requirements: Fluent French is highly desirable. Great English fluency and a university degree or equivalent are a must. Maths, English, Excel skills are necessary. Exposure to a European or international working environment is desirable.

Proven experience:

  • Successful track-record in managing multiple projects simultaneously, working on large cross-functional, cross organisational transformation efforts
  • Minimum of two years project management/coordination experience
  • Demonstrate the ability to prioritise a diverse workload whilst multi-tasking on several projects running simultaneously
  • Manage, engage and motivate freelance field workers in their duties
  • Support, influence and communicate efficiently with decision makers providing best solutions and options
  • The ability to remain calm and quality conscious in a fast-changing environment when under pressure
  • A proactive, problem solving nature with the skill of looking at the bigger picture
  • Working independently, as well as part of a team, will need to be well organised, an excellent communicator and confident in the work place also when working from remote
  • Advanced user capability in MS excel- pivot and macros etc.
  • Problem solving and focused approach to completing activities in the project co-ordination scope
  • Excellent analysis and attention to detail, optimising resources efficiently
  • Open and supportive collaboration with colleagues
  • Planning ahead and taking responsibilities proactively
  • Project co-ordination, Project management or customer service work experience is essential

Core Competencies:

  • Analytical Thinking: Strong analytical and quantitative skills with the ability to use data and metrics to back up assumptions, recommendations and drive actions
  • Collaboration: Show the confidence in communicating and influencing at all levels with excellent interpersonal skills
  • Forward Thinking: Ability to anticipate with creativity implications and consequences of situations and taking appropriate action to be prepared for possible contingencies
  • Prioritisation: prioritise rapidly changing workloads in a short space of time.
  • Initiative: Identify what needs doing, and completing it prior to being asked as situation requires it
  • Results and Time Orientation: Ability to focus effort on the goals in order to meet them while ensuring deadlines are met
  • Thoroughness: Ensuring one’s own and others’ information are complete and accurate
  • Decisiveness: Ability to make decisions in a timely manner
  • Flexibility: Ability to adapt and react quickly and calmly to situations as they arise
  • Willingness towards change: easily and accurately implementing new processes as required

Competencies Dealing with People:

  • Establish Focus: Ability to communicate goals and deadlines efficiently and proactively
  • Attention to communication: Ability to ensure that information is passed on effectively and accurately
  • Persuasive Communication: Ability to deliver professional oral or written communication
  • Build collaborative relationships: The ability to develop, maintain and strengthen partnerships with fieldworkers and colleagues, fostering a strong element of teamwork
  • Interpersonal awareness: Ability to notice, interpret, and anticipate others’ concerns and feelings, and
  • communicate this awareness to their manager

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