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:
• Essential – Confident telephone manner and the ability to engage with exiting clients who are sometimes confused / panicked
• Essential – Competent project co-ordinator
• Essential – Proficient use of PDF editing software – Adobe Pro DC
• Essential – Proficient use of team engagement system – Slack
• Essential – Proficient use of VOIP software – JustCall dialler
• Essential – Proficient use of document storage – OneDrive / DropBox
• Essential – Proficient use of invoicing software – Xero / PayCove
• Desired – Proficient use of CRM software system – PipeDrive
Core Tasks:
• First point of contact for existing clients via phone, email & on occasion SMS.
• Responding to messages left with our contact centre.
• Use of PipeDrive CRM to provide information to clients as to the status of their “project”
/ “outputs” and will be become the projects super user. Adding notes to projects,
sending emails and prompting other team members when their tasks are overdue.
• 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.
• Simple PDF updates of client outputs such as changes to personal details or typos.
• 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.