The Delivery team work together to guide our customers in offshoring and ensure the delivery of our services meets the customers expectations by understanding the client’s objectives and marinating good communication across the delivery team and other global departments.
Project Co-ordinator, Delivery Team 2
Description
Role Profile
The role of Project Coordinator within BQ Brother has evolved in recent years but spans the UK organisation of BQ Brother, and pulls together a number of teams and individuals that need to collaborate on particular projects and initiatives. You will need to drive forward key areas of focus as defined by the Head of Delivery, engaging with stakeholders at all levels and tracking and monitoring progress. Additionally, there is an admin element of the role that accounts for approximately 50% of time, co-ordinating travel and diaries for team and client meetings, overseeing expenses and supporting line managers with HR administrative activity among other tasks. The role is divided into key areas of support below.
Qualifications
- Organised, resourceful and tenacious
- Ability to work under pressure, problem-solve and deal with heavy/variable workloads
- Positive / “Can do” attitude
- Self-motivated and pro-active, seeing areas for improvement in processes and acting on them
- Excellent time management and prioritisation skills
- Able to take responsibility for developing solutions to situations
Role Responsibilities
Supporting Delivery operational Activities
- Support internal projects. Track changes, check status and report to exec on progress calls.
- Liaison between the offshore resourcing departing and the UK Delivery team.
- Send out Project feedback surveys to existing customers
- Consolidate and send weekly/monthly reports to Delivery Team & liaise with Finance on any changes
- Work with the owner of the Delivery Guidelines to ensure the documents are maintained, changes tracked and kept up to date.
- Arrange team and global meetings. Minute taking
BQ Brother Global Hub
Product owner of the BQ Brother Global Hub – the company intranet equivalent and information sharing and storing point
- Work with page and document owners to ensure the content is kept up to date.
- Promote changes and updates through BQ Brother Yammer.
- Work with BQ Brother departments to encourage new/existing relevant content to be created and shared via the NTG Hub.
- Join bi-weekly calls to update exec and keep track of document & policy changes.
Travel Management and Co-ordination
- Travel for all UK staff to UK/Europe/Worldwide. Including accommodation/travel and support guidance.
- Diary management
- Onsite Staff Coordination: Maintain online spread sheet with all logistical movements, flight, arrival dates and times, taxi bookings, hotel bookings and costs
- Property Management: For permanent housing Vietnamese staff members staying in the UK. Source property, arrange tenancy agreements and utilities.
- Financial Support: Working directly with Financial Controller and Financial Director.
- Staff Meetings: Organisation of staff meetings, including venue management, attendance and minute taking
- Working with the UK sales team and offshore management team to coordinate the BQ Brother Trade Missions
- Send clients invites
- Book all travel, flights, Visas, taxis and hotel for staff and clients
- Work with offshore team on agendas and timing
- Work with EA on planning Team building activities, staff events, KOs etc.
Staff onboarding & HR Support
- Coordinate relevant paper and enter onto the HR system to generate the contract, complete IT forms for hardware and liaise with C&B team to create account details for new starter.
- Work with hiring manager to produce department induction plan.
- Supply company induction plan to hiring manager and arrange necessary meetings.
- Send welcome emails to new staff member and provide a point of contact for them.
- Process Levers forms and arrange collection of any equipment.
- Remove ex-staff from NTG hub and email distribution lists