Project Office Coordinator

Bytes Software Services Limited; Leatherhead; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading technology consultancy in Leatherhead seeks an organized and detail-oriented Project Coordinator to manage consultancy schedules, support project delivery, and facilitate communication between teams and clients. The ideal candidate will have GCSE Level education with administrative experience and proficiency in Microsoft Office. This role offers growth opportunities in a dynamic and supportive environment.

Benefits

Modern office with gym and canteen

Training and career development opportunities

Regular incentives and company events

Qualifications

• 1 year, or more, administrative experience is essential.
• Ability to work both independently and as part of a team.
• Accuracy and attention to detail.

Responsibilities

• Coordinate with customers to manage consultancy appointments.
• Maintain schedules of consultants and resource allocation.
• Serve as a central point of contact facilitating effective communication.

Skills

Organization

Time Management

Attention to Detail

Communication Skills

Education

GCSE Level with minimum A-C in English & Mathematics

Tools

Microsoft Office

Job description

Overview

This is an exciting opportunity to join our growing Project Management Office (PMO) team within the ever-expanding successful Bytes family. The focus of this role is to ensure the smooth and efficient delivery of our consultancy services to customers. Using Bytes Standard Project Management methodology and toolsets, the role holder will provide professional administrative support and assistance across various aspects of the service delivery process, such as scheduling customer engagements, managing resources and timelines, and ensuring high-quality outcomes. The coordinator acts as a central point of contact between the consultancy team, customers, and account managers, facilitating effective communication and collaboration. They may also be responsible for monitoring project progress, identifying and resolving issues, and maintaining customer satisfaction.

Responsibilities

• Ensure all new engagements are created within the appropriate toolsets, have the necessary paperwork in place and are allocated to the appropriate consultancy and project management resources.
• Coordinate with customers to offer available dates for consultancy and book appointments with the appropriate consultants based on their expertise and availability.
• Maintain and manage the schedules of consultants, ensuring that their time is effectively allocated and optimized for client engagements.
• Coordinate internal meetings and engagements by sending calendar invites to the relevant team members, ensuring everyone is aware of upcoming appointments and events.
• Maintain an up-to-date resource calendar that tracks the availability and allocation of consultants, making it easier to manage their workload and schedule.
• Maintain an accurate and updated record of consultancy orders, ensuring that all details are recorded correctly in the consultancy order book.
• Facilitate the timely delivery of necessary project documents, such as Statements of Work, project plans, and deliverables, by coordinating with consultants and ensuring they adhere to deadlines.
• Serve as a central point of contact, ensuring that communication flows smoothly between various stakeholders, such as customers, consultants, sales teams, and other internal departments.
• Collaborate with purchasing and services back-office teams to initiate the monthly invoicing process, ensuring accurate and timely billing for consultancy services provided.
• Manage incoming queries related to the Project Office and dedicated Consultancy mailboxes.
• Update all relevant tracking spreadsheets daily.
• Hold regular catchups with consultants via phone or Teams.
• Ensure robust processes are implemented and managed.
• Keep all process guides up to date.
• Escalate issues to relevant managers swiftly.
• Support the Bookings teams during busy times.
• Evaluate efficiencies and put ideas forward for improvement.
• Work collaboratively with other teams across the business to build strong relationships.

Qualifications

• Educated to GCSE Level with minimum A-C in English & Mathematics - ESSENTIAL.
• 1 year, or more, administrative experience - ESSENTIAL.
• Well versed in Microsoft Office applications - ESSENTIAL.

Core Competencies & Skills

• Organised, methodical individual with excellent time management who can prioritise.
• Accuracy and attention to detail.
• Excellent organisational skills and ability to juggle multiple demands without missing deadlines.
• Ability to work both independently and as a team and enjoy working in an environment that requires continuous learning and development.
• Ability to take ownership of tasks and drive the team objective forward.
• Excellent verbal and written communication with customer service/facing skills.

About Bytes

• Established in 1982, Bytes has grown rapidly and now employs over 800+ people across 6 locations in the UK and Ireland. Our turnover in Financial Year 2024 was in excess of £2bn. We work with SMEs, corporates and public sector organisations to modernise and digitally transform their IT infrastructures.
• We invest in our employees through on-going support, training and advice to help them achieve their career aspirations, rewarding success both financially and personally. There is opportunity to grow and move internally, which can be seen through our long-standing employees who have developed existing and new skills to move into senior positions in the organization, leaving space for new team members to begin their journey.
• Your Future Starts Here
• Over 800 staff (plans to double in size over the next 5 years)
• Operating from modern, hybrid working environments with offices in Leatherhead, Reading, London, Manchester, Port Solent and Dublin.
• Winners of an array of industry awards
• Sunday Times Top 100 Best Places to Work
• Excellent training and career prospects offered
• Fantastic office with gym, canteen, open plan, smart casual dress code, regular incentives and company events
• Supporters of 85+ charities with strong commitment to diversity and sustainability