Digital Project Coordinator
- Employer
- LEWIS Global Communications
- Location
- London, England Metropolitan Area
- Salary
- Competitive Salary
- Closing date
- 7 Dec 2019
View more
- Sector
- Other
- Contract Type
- Permanent
- Hours
- Full Time
- Job Function
- Project Co-ordinator
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The Project Coordinator role requires the ability to handle a number of projects at any one time as well as being able to respond quickly to online community and team requests. The Project Coordinator will develop a clear understanding of the team’s requirements and objectives, be proactive in attitude and supportive to the team at all times.
Key responsibilities and tasks
Traffic management:
- Manages and plans all work through the internal production team
- Manages all communications in and out of the Traffic mailbox
- Proactively liaises withAccount Servicing and Project Management teams to understand client / project resource needs and to communicate resource availability
- Identifies resourcing solutions, taking into consideration the needs of the client / project, individual skill sets, resource mix and the wider needs of the business
- Maintains the Synergist Calendar, provides an accurate and up-to-date view of work allocated vs. resource availability
- Organises and chairs regular stand-up meetings and proactively manages resulting changes to the daily work schedule
Production planning:
- Manages conflicting demands on resources, escalating to the Head of Project Management as appropriate
- Organises and chairs extended weekly planning meetings and proactively manage resulting changes to the daily work schedule
- Ensures the regular, timely and structured liaison between Project Management and Production teams
- Understands the individual skill sets of team members, their experience and personal / professional aspirations and applies this knowledge in resourcing decisions and in maintaining a skills database
Timesheet management:
- Accurately reports own activity levels through timely completion of timesheets
- Ensures all LEWIS time-sheets are completed on time
- Manages timesheet approvals process for teams including required reporting and team communications
- Coordinates timesheet policy enforcement and escalations across relevant teams
Client Management
- Assists the team with the management of client accounts and projects
- Offers thoughtful advice and recommendations to clients and team regarding digital tactics and online opportunities
- Supports relationships with clients, establishing self and LEWIS as an invaluable long-term partner for digital communications services
- Coordinates communication with select clients and ensures deadlines and service agreements adhered to
- Participates in the business development process by supporting with pitch preparation and research
Team working and development
- Ensures personal and deliverable client objectives are met on an on-going basis
- Accurately reports activity levels and regularly completes timesheets to ensure correct allocation of client duties
- Escalates general new business requests to appropriate team members
- Works closely with line manager to maximise own strengths, improve weaknesses and support individual and team career development
- Regularly attends LEWIS training sessions to enhance skills and develop knowledge
Reporting and analysis
- Analyses weekly chargeable hours figures and alert potential under / over-utilisation to Project Management and Client Service
- Analyses business forecasting e.g. available time by day, chargeable hours, upcoming one-working days, etc.
- Analyses resource data and highlight areas of concern e.g. significant periods of holidays, training, non-chargeable activities, time booked to jobs with wrong status / no BP
- Analyses resource forecasting data including leavers and joiners
- Owns other weekly / monthly / ad hoc traffic and resource reporting
- Provides weekly / monthly freelancer forecast updates and consolidations to Finance team in conjunction with the project lead
- Provides daily / weekly project budget reports to Account Servicing and Project Management teams
- Provides reports to the senior management team on request
- Ensures that all account activity and results are reported back to the relevant senior management
- Communicates account performance internally at account reviews
- Provides reports to the senior management team on request
General
- Supports the LEWIS and account servicing team on ad hoc initiatives and projects
- Takes a proactive role in promoting the LEWIS brand, its identity, values and work
- Supports the HR / talent team by promoting both internal and external opportunities at LEWIS across social media and via the referral scheme
- Contributes and supports the continuous improvement of systems, practices and policies
About you
- Previous project coordination experience, ideally in an agency environment
- Strong understanding of the digital / social industry and related platforms
- Calmness under pressure and ability to achieve tight deadlines
- Ability to interact confidently with clients at a senior level
- Ability to troubleshoot team and client problem areas – and suggest a remedial course of action
- Creative thinking and an open minded approach
- Excellent time management skills
- Proven competency in managing a varied workload
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