Project Co-ordinator

Reporting to a Consulting Support Manager, the Project Coordinator is part of our Consulting Operations team, supporting client delivery. This role requires collaboration with both internal and external stakeholders, including clients, participants and Talogy project stakeholders. The role coordinates the broader project team to ensure all operational tasks tied to service delivery are completed in line with contractual requirements. This is a full-time position, working 5 days a week with potential requirement for shift pattern to support a global operating model.

Core Skills and Responsibilities

• Operational oversight: Proactively provide regular updates to Client Manager and Consulting Support Manager of project progress, challenges and achievements, as well as regular project updates to the broader project team. Work with the Client Manager to identify and manage any risks and issues and ensure projects are delivered on time, to budget and to the client's satisfaction.
• Project set up and management: The Project Coordinator takes responsibility for the projects assigned to them by the Consulting Support Manager. This could be taking responsibility for the coordination of internal and external projects assigned from end to end, or could be supporting specific tasks within a project. Using information from the Client Manager to set up the project in OpenAir including Tasks and Planned Hours. Track project progress and ensure hours are being booked by all those working on the project. Create project trackers and task lists to ensure the entire project team are clear on deliverables and actions to be taken through to project close. Be proactive in determining the coordination tasks that need to be completed as a project progresses, anticipating any challenges and working to avoid or overcome them.
• Client/participant management and support: Support the Client Manager in managing the client relationship, ensuring a gold standard service (professional, responsive, timely, accurate). Handle day to day communication with the client on project progress. Ensure participant sessions actions are completed by Project Administrator, in line with the project task list and status is maintained on project documentation/trackers. Liaise with TechOps where required for implementation. Co-ordinate the project cycle to ensuring the smooth running of all elements for both in-person and online delivery. Oversight of relevant post-delivery communications/reports, in partnership with the Project Administrator.
• Financial Management: Support the Client Manager in the definition of project scope and objectives, involving all relevant internal stakeholders, ensuring technical feasibility and all relevant costs are considered. Assist with the financial aspects of projects, including system management, revenue management and invoice preparation and tracking, ensuring accuracy and promptness. Correctly set up and record projects in Open Air, ensuring all users are added, client details, invoicing and revenue recognition are correctly detailed for project and revenue analysis. Where Open Air is used for invoicing ensure all revenue recognition and invoicing is completed.
• Resource Planning: Work with the Client Manager and/or Resourcing Manager to resource client work to ensure the efficient use of internal resources and associates. Issue SOWs as well as knowledge management systems like OpenAir, Salesforce and SharePoint. Review materials/documentation/reports to ensure accuracy, clarity and professionalism. Collect, compile, analyse and manage client information ensuring its confidentiality, accuracy and security. Coordinate the completion of reports, QA, proofing – working with the Project Administrator on prompt issuing to the client as per the requirements of the SLA. Coordinate and participate in project reviews and always seek to identify and record opportunities to improve processes and become more efficient in project coordination and delivery.
• Working within a global team: Work with wider Consulting Operations team members to provide support to other client projects, as needed. Your role may require you to undertake additional tasks in order to provide effective service to our internal and external clients.

Background Requirements and Preferred Experience

• Strong IT skills and the ability to learn new systems and tools quickly.
• Proficiency with Microsoft Office products, e.g. Outlook, Excel, Word, Teams etc.
• Demonstrable evidence of being able to collaborate effectively with others, manage personal assignments, and drive tasks through to completion.
• Previous experience in a project administration or coordination environment is preferred.
• Previous experience in the talent management industry is desirable but not required.
• The candidate for this role will also need to be able to speak Swedish.

Career Progression

We know everyone’s career journey is unique, subject to changes in personal circumstances and interests. We won’t tell you what path you should take, but we will provide you with guidance on activities that can support whatever direction you wish to take. That’s why we have made development toolkits at Talogy, and there is one for every level in every job family.