Project Coordinator

Location: Gurugram, Inidia (hybrid)

Job Type**:Permanent**

Reporting to: Project Coordination Manager - Regional Lead

Position supports: APAC & Australia, Project Director, Field Workers, Analysis Team and Finance

**Job purpose**:
Support Project Leaders in the APAC & Australia 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**:

- _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

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: 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 implem