Project Coordinator

About us

Indicia Worldwide is an insight and technology-led communications agency with global production expertise.

Why we exist: we create new value

At Indicia Worldwide, our philosophy is one of 'creating new value'. We create new value at every step of the journey that a brand takes to market, by driving an increase in marketing performance and reducing costs in marketing execution. For our clients and their customers, we are building mutually-beneficial partnerships. We see this proposition, built around the perfect balance of efficiency and effectiveness, as pioneering, entrepreneurial and, above all else, sustainable.

Our substantial investment in our technology and data science capability, and resource, provide our differentiation in the marketplace. Data insight and marketing technology allow us to measure our work, evidencing ROI as the most critical metric in today's environment.

We see ROI where others don't. We are the only agency that combines creative, data and technology talent with production and procurement expertise to improve your marketing performance and efficiencies. We realise ROI for our clients by enabling them to deliver more engaging, cost-effective and sustainable customer experiences.

As a business we draw on a rich heritage from the worlds of print, creative production, retail, data, digital, tech and creative, bringing these disciplines together to support global brands with their omnichannel marketing activation needs.

We believe in what we do. We believe this proposition makes us unique. We have the capacity to redefine the way marketing is activated for our clients across the globe. Now, and well into the future.

The output : Improved client performance by engaging consumers with brand ideas better, faster and more cost-effectively, across every step of a brand's journey to market.

Purpose of the role
The Implementation Administrator's primary responsibility is to provide Administration and Support on Smartsheet, - supporting a portfolio which is using Smartsheet tool for its main project management processes. Likely tasks will include supporting projects' use of Smartsheet, resolving user or client queries to help their understanding of how to use the tool effectively on a project, including training users. They will be the key reference point for support within the portfolio to help users (both internal and clients) and help projects to customize their Smartsheet tool to make projects more effective. They will play a key role in continuous improvement of project management use of the tool by identifying improvements, understanding all of the features available, and configuring new items such as new Project Management with reports and Dashboards. The role will include building or improving reports and management dashboards, as well as working on connecting to other company databases to build up management information.

The Implementation Administrator may also spend some time working part of a wider team which is assisting the project managers (PMs) with day-to-day responsibilities of project oversight and administration, and so may be required to support other tasks, including internal and external status reporting, managing tools access, maintaining plans, ensuring actual project monitoring including time recording as well as invoicing review and preparing project management materials for PMs to review, complete, and submit.
At portfolio level, the Implementation Administrator will support efficient portfolio operations by assisting in the production of Executive/Management Information (such as Portfolio reporting via Smartsheet), supporting consistent use of methodology, helping to improve the PMO toolset, and updating process guides/standard operating procedures.
The role involves:

• Team support - manage and resolve Smartsheet requests by investigating and fixing issues or engaging with higher-level support.
• Project set-up / close-down - Creating and closing Smartsheet Projects using Control Center
• Security - Managing user access to Smartsheet and user groups.
• More experienced role holders perform the following additional duties.
• Training – Becoming a Smartsheet super-user and supporting the adoption and training of Smartsheet users across Professional Services
• Advanced User Support - manage and resolve more complex Smartsheet user support requests by investigating and fixing issues or engaging with higher level support.
• Identify issues and improvements required to the system.
• Assist with configuration of reports and dashboards.
• Ad-hoc project work

Key Responsibilities

Assigned to multiple projects concurrently, supporting Project Management activities.

• As Smartsheet subject matter expert, be a point of reference within a global team for user queries on using Smartsheet and Smartsheet project process (if not currently an expert, then expected to become expert very quickly – see Skills/Experience)
• Providing training/orientation on using Smartsheet, for project teams
• Resolving issues with Smartsheet reports, formulas, dashboards as needed to help Project Managers successfully use Smartsheet.
• Supporting change to Smartsheet standard-reports/objects by working with Project Managers to understand changes needed and any impacts to the wider PMO process, documenting these, using Smartsheet user tools to make changes/build reports and testing them before rolling out to Project teams.
• Liaison with Smartsheet own experts to understand new features to include to improve the use of Smartsheet.
• Having strong knowledge or experience in Excel, preferably in writing Macros as well
• Use methodology guidelines and templates to ensure projects consistently adhere to best practices in terms of PMO processes.
• Support the PM in drafting project management deliverables such as Kick Off decks, Stage Signoffs, and documentation of Lessons Learned.
• Support client and internal Alight status reporting
• Monitor time tracking and project financial position with regular updates to PM.
• Support the PM in maintaining project plans and resource forecasts.
• Maintain project information within relevant tools, e.g., distribution lists, org charts, consolidating client information, reference information, and project dates.
• Manage creation and access to project tools and information, including MS Teams
• As required by PM, follow up on due actions, risks, issues
• Support the smooth operation of project processes aligned with other internal workstreams.
• Depending on assignment, take responsibility for selected project activities related to resourcing, processes, and forecasting.

Skills, knowledge, experience and exposure

• Minimum 3 years of work experience in a PMO position in an IT or marketing agency
• Experience working in a technical support, financial and/or project environment
• Expert knowledge of Smartsheet features, Smartsheet Certified Administrator certification is a plus
• Experienced user of Excel (e.g.: lookup formulas, pivots, charts)
• Fluency in English is a must (verbal and written)
• Demonstrable experience working with standard Project Management tools such as Jira, SharePoint
• Analytical skills, ability to work with project and financial data
• Genuine interest in new technology and its applications
• Experience working in a virtual team-oriented, collaborative, multinational environment
• Previous exposure to working in an on-site/ off-shore model or working with key stakeholders outside India
• Experience working in busy environments balancing multiple tasks
• Experience delivering training to other users

Desirable:

• Understanding of Project Management processes and tools – including planning, progress tracking, risk, and issue management frameworks, change control frameworks, sign-off procedures.
• Knowledge of MS Project or similar planning tool
• Knowledge of PowerBI and configuring reports
• Understanding of print and marketing lifecycles gained by working in a structured project environment as part of project teams or supporting projects

The mindset to navigate the role
You will demonstrate an ability to juggle multiple priorities, ensuring that business expectations are met/exceeded. You'll be able to identify challenges with ease and take a proactive approach to problem-solving.

You will be a clear thinker; highly persistent and diligent, with excellent attention to detail.

The softer skills that we believe will help you thrive in this role

You will thrive in a fast-paced, performance-driven environment, effectively collaborating with on-site and virtual teams. You'll be resilient, highly collaborative, with excellent communication skills and the ability to work successfully across our global organization.

• Strong problem-solving capability with solid logical and structured approach
• Excellent organization, prioritization and time management skills
• Advanced analytical skills and the ability to understand and communicate complex technical information
• Self-motivated and able to work with minimal supervision
• With great attention to detail, demonstrates a 'completer finisher' mind set
• With a high level of energy, able to work to own initiative
• A great sense of humour is essential

Role Requirements
Whilst the contracted hours for the role are 9.00am to 5:30pm, Mon – Fri, the global nature of the business requires that some meetings and engagements will happen outside of these hours.

You will be expected to perform in a flexible environment but ensuring delivery.

We are an equal opportunities employer and as such, will make any reasonable adjustments to accommodate the needs of all candidates. If you have any such needs or requirements in the context of your interview, please notify us so that we can make the appropriate arrangements.