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Project Coordinator

3 months ago

Pune Maharashtra, India bp Full time

Job summary

**Entity**:
Finance
**Job Family Group**:
Business Support Group

**Job Purpose**:

- To provide support to the GBS Pune Centre Head and site leadership team in project coordination, administration, and calendar and expense management support
- The role is required to support the site leadership team in the day-to-day functioning and includes co-ordination with other functions/ departments. The role would demand a high degree of confidentiality, strong multi-tasking skills and the ability to work effectively with people across various functions.

**Key Accountabilities**
- Support Site BMG Lead and Program Management Lead in coordinating Sister-related projects and activities:

- Assist in the development of project plans, timelines, and schedules, working close with the various functions and teams. Coordinate project activities, resources, equipment, and information.
- Liaise with clients to identify and define project requirements, scope, and objectives.
- Monitor project progress and handle any issues that arise. Support in supervising project status addressing to all participants.
- Documentation and Reporting: Prepare and maintain project documentation, plans, and reports. Ensure all required documents are up-to-date, accurate, and accurately filed
- To be closely involved with issues relating to the team agenda, objectives and accountabilities to ensure that matters are looked after in an efficient and effective manner involving networking and engaging with other team members.
- Preparation of reports and presentations, invoice processing, processing of internal expenses, the creation and maintenance of registers and financial spreadsheets and other administrative tasks.
- Produce work to a high standard with mínimal rework due to error and work efficiently with mínimal direction.
- Assist in developing presentations and reports, producing correspondence, meeting agendas and meeting minutes and improving meetings through preparation of attendees.
- Ensure confidentiality of all work.
- Managing all required meeting related logistics (i.e. venue booking, issuing agendas, invite attendees and supervise responses, ensure effective use of technology at the time of the meeting/event).
- Coordinate, organise and administer communications / arrangements for internal/ external group meetings, events and conferences.
- Coordinate and host visitors at site and off-sire.
- Ensuring that manager is equipped with all vital information regarding the meeting and conferences.
- Filing and maintenance of records and ensuring proper documentation with the highest level of confidentiality.
- Implement seamlessly any other activities related to team as and when required.

**Education**:

- Graduate degree or equivalent experience in any field.
- Experience: Around 8 - 10 years’ experience in senior secretarial support roles kills & Competencies:

- Proven work experience as a Project Coordinator or similar role
- Strong interpersonal skills and attention to detail.
- Excellent written and verbal communication skills.
- Experience in intelligent diary management
- Experience of operating in an international business
- Experience of managing global collaborators
- Experience using procurement system
- Ability and comfort to work with ambiguity and in a high pressured environment
- Experience in managing multiple sophisticated travel arrangements
- Experience of fielding issues and delegating / bringing up as appropriate
- Excellent interpersonal and influencing skills.
- Excellent social skills, both verbal and written
- Excellent team working skills crucial and a “can do” positive demeanour.
- .

**Travel Requirement**

Up to 10% travel should be expected with this role
**Relocation Assistance**:
This role is eligible for relocation within country
**Remote Type**:
This position is a hybrid of office/remote working
**Skills**:
Adaptability, Authenticity, Communication, Continuous Learning, Courage, Creativity and Innovation, Curiosity, Decision Making, Digital fluency, Ethical judgement, Excellence, Group Problem Solving, Influencing, Knowledge Sharing, Listening, Managing volatility, Resilience, Self-Awareness, Stakeholder Engagement, Stakeholder Management, Understanding Emotions, Writing skills
**Legal Disclaimer**:
If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.