Project Co-ordinator

Job Specification for Project Administrator

Date Updated: 01st June 2023

Job Title: Project Co-ordinator

Job Summary: Provide first point of contact for existing clients and co-ordinate the remitting of projects. Including informing the relevant parties and ensuring the notes, stages and information in PipeDrive CRM projects is up to date.

Skills Required:

1. Essential: Confident telephone manner and the ability to engage with existing clients who are sometimes confused/panicked.
2. Essential: Competent project co-ordinator.
3. Essential: Proficient use of PDF editing software – Adobe Pro DC.
4. Essential: Proficient use of team engagement system – Slack.
5. Essential: Proficient use of VOIP software – JustCall dialler.
6. Essential: Proficient use of document storage – OneDrive/DropBox.
7. Essential: Proficient use of invoicing software – Xero/PayCove.
8. Desired: Proficient use of CRM software system – PipeDrive.

Core Tasks:

1. First point of contact for existing clients via phone, email & on occasion SMS.
2. Responding to messages left with our contact centre.
3. Use of PipeDrive CRM to provide information to clients as to the status of their “project”/“outputs” and will become the projects super user. Adding notes to projects, sending emails and prompting other team members when their tasks are overdue.
4. Use of a checklist, provided by us to do a brief review of client outputs, checking for fundamental formatting, typo, information and negative number errors.
5. Simple PDF updates of client outputs such as changes to personal details or typos.
6. Invoicing, failed payment follow-ups and rescheduling of existing payment plans if necessary.

Rate: We’ll be seeking to pay an hourly rate (rate to be agreed). We’re looking for 2 people to split the work on a part-time basis. Our intention is to have some sort of built-in cover.

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