Project and Program Coordinator for an International Company

Customer Service & Participant Management

• Handle all incoming enquiries (email, telephone etc.) and liaise with the Sales Team
• Register participants in the CRM system (Salesforce)
• Handle all queries from registered participants, resolve logistical and administrative problems, provide excellent customer service support
• Ensure the participants are logged in
• Based on the participants list- update the system - with any changes in spelling of participant’s name, company details etc. and confirm participants who were present and indicate no-shows in system
• Close outing in system and clearly indicate final number of attendees.

Venue & Hotel Management

• Book and pay venue and hotel accommodation
• Tasks include scouting venues, analysis and recommendations, ongoing monitoring of quality, implementation of corrective actions, and maintenance of quality.

• Issue and implementation of POs
• Ensure that the company does not invest in any operational costs above budget for all suppliers
• Process invoices
• Handle all requests for support and liaise internally to pull the required resources together
• Provide info and brief on requirements (including timing, administration tasks, logistics, online skills etc)
• Ensure, provide and send of suitable materials
• Create the relevant purchase order form and place the order with the supplier
• Store master material in Sharepoint/programme materials/OE
• Ensure pre-work is uploaded to system and goes out on time.

Marketing & Scheduling

• Liaise with Marketing Department for updating the templates and ensure that content on the website and in brochures is up to date
• Enter scheduled dates into the CRM system (Salesforce) received from the Marketing Director
• Weekly meeting with the Marketing Director for planning and scheduling.

• You have ideally a Master’s Degree or equivalent by experience
• You have 5 years’ experience in a Project Manager or Coordinator role
• You have experience in international and multi-cultural environments and have worked with senior management
• You have excellent communication skills – written and oral – in English, other EU language is an asset
• You are proficient in MS Office (Word, Excel, PowerPoint, Outlook, etc)
• You have experience with CRM / Salesforce systems
• You have excellent analytical, logistical, coordinative and administrative skills
• You have high level customer care and time management skills, with a pro-active approach
• You are outgoing, detail oriented and have excellent communication and organizational skills
• You are professional, rigorous, results oriented and have good follow-up skills.

• A temporary contract of 6 months
• A competitive salary
• A very international, multicultural and pleasant working environment.