Project Coordinator

BTS have a fantastic opportunity to join our busy European Operations team. This vacancy will be based in Portsmouth, in the role of Project Coordinator (L1).
The Company
BTS is a global professional services firm headquartered in Stockholm, Sweden, with some 600 professionals in 33 offices located on six continents. We focus on the people side of strategy working with leaders at all levels to help them make better decisions, convert those decisions to actions and deliver results.
We work in small teams to develop customised business simulations and other learning solutions and then we facilitate learning journeys directly with our clients in a setting that incorporates humour, fun and competition. BTSers are expected to be team players, leaders, and entrepreneurs.
The Role
No two days are the same as we coordinate and deploy the logistics for our programs to regional and global clients! You will support the execution of these programs, working with multiple stakeholders to ensure each client project is run successfully, in time and on budget! Service is key and the Europe Operations team are at the heart of our client success management. A fun team dynamic and attitude to work supports us to be at our best whilst delivering the highest service and results to our clients.
Hours are generally between 9.00am to 5.30pm (UK) Monday to Friday, but some flexibility is required due to global sessions.
Responsibilities

• (60%) Provide logistical & administrative support to Client Delivery Teams [globally]. This will involve, but not be limited to:
• Workshop or POD (Virtual Group Coaching) scheduling
• Resourcing Facilitators and Coaches
• Uploading and managing new journeys via our in-house digital systems (Changr, Coach OS, Momenta) including participant engagement
• Face to Face workshop logistics, including, but not limited to shipping of IT, ordering printed materials, visa processing, hotel booking
• Liaising and building relationships with the external facilitator network.
• Supporting the finance department with the invoicing process including obtaining purchase orders, expenses validation and credit control
• Generate system reports for Program activities and assist with metrics reporting
• Ensuring all client SLA’s are met
• Provide customer service support for Virtual Deliveries in the role of Digital Operator
• Setting up and managing virtual sessions on platforms such as Zoom and MS teams
• Providing live in-session support such as running polls, moving participants into break-out rooms, technical issues, managing simulations and pushing out links and documents
• (35%) Provide customer service and administrative support within the internal Translations Team. This will involve, but not be limited to:
• Managing translation requests and translation services
• Updating and maintaining all tools and trackers with latest data
• Liaising with 3rd party providers and ensuring SLAs and timelines are met
• Input to ongoing process creation for the Translations team
• Contributing to debriefs, with an aim to improve ways of working and material collateral
• (5%) Provide General Operations support. This will involve, but not be limited to:
• Monitor telephone, system and email helpdesks and provide general support and resolution (note: we are using a virtual telephone system currently)
• Work in close partnership with client and internal account teams to put forward recommendations for process improvement that could benefit client and team satisfaction
• Maintaining accurate data on the businesses ERP (Resource & Financial tracking) system and in line with Operations KPI targets
• Support general office management duties. (Stock, visitor management, logistics etc.)
  

Who We Are Looking For

• Organised, analytical, and capable of working on multiple projects simultaneously, with exceptional attention to detail
• An individual looking for their entry role into the Project Management profession
• Highly pro-active; always a step ahead and on top of tasks at hand whilst keeping an eye on the long-term goals of a project
• Strong communication, able to relay instructions and decisions clearly both verbally and in writing
• To be able to demonstrate workload prioritization, focus to tasks and personal time management
• A relationship builder, capable of managing various internal and external stakeholders
• A creative thinker who looks for opportunities to improve existing processes, with the client and team at front of mind
• Independent, a quick learner and comfortable taking on responsibility and testing new solutions and systems
• Experience in using Microsoft Office Suite is required (Outlook, Excel, Word & PowerPoint.)
• A flexible attitude, unphased by unexpected change and ambiguity
• A professional individual with a good sense of fun
  

Working Environment
Our UK Ops teams are in both London and Portsmouth. We may ask you to travel to either location for team days or events several times a year. We work within a hybrid arrangement, with the expectation to spend of 40-60% of your working time (minimum 2 days) in the Portsmouth office.
Please note that you will be asked to attend the office more frequently (up to 4 days) during your probationary period to further your onboarding.
What We Offer
In return we offer a people focused, fun and supportive work environment, opportunities for structured professional development and a range of other personal and financial benefits (a 25 days holiday, pension scheme, and the possibility of flexible working options).
We also offer a clear career path, induction training and one to one coaching programs within your first 6 months with us.
(A kind note to recruitment agencies, we have a preferred supplier in place, therefore will not require any assistance – thank you).