As a member in the Account Services team, the Project Coordinator reports to Manager, Account Services. The individual in this role serves as the liaison between our clients, field sales team, and internal team members. The primary focus in this role is successful coordination and implementation of services associated with each assigned project. This role requires a highly motivated, detail-oriented individual with strong organizational skills, a strong sense of personal accountability, as well as the desire and ability to build trust and lasting client relationships.

 JOB REQUIREMENTS/PRIMARY RESPONSIBILITIES

  •  Manages the project coordination process by liaising with the Account Manager, facilitation team, and client to gather all relevant event information
    • Communicates timeline and expectations of project coordination process to client
    • Enters and manages data in Salesforce for clients/prospects including opportunities, milestones, and Outlook calendars
    • Coordinates with client to collect participant lists and enters contacts into Salesforce
    • Collects logistic details and coordinates with client to schedule pre-workshop interviews and org leader calls
  • Coordinates the assessment, travel for the facilitator(s), custom materials, and room set up by collaborating with internal teams:
    • Coordinates with our Assessment Specialist for the creation, launch of the assessment, preparation and distribution of the assessment results to the client and facilitation team involved
    • Coordinates with facilitator(s) to determine what materials will be used
  • Communicates custom material needs to Creative Services team, tracks progress, coordinates review and approval of draft material, and notifies Creative Services once finalized. Records new material file name(s) in Salesforce.
  • Coordinates Shipping Quotes once material counts and file names have been confirmed
  • Communicates with client to confirm receipt of materials and appropriate equipment and room set up for the event
  • Coordinates upload to PILtools and/or Propeller with PILtools Specialist
  • Manages conflicts and/or concerns from client all through the coordination process and informs any internal team impacted to ensure the best client experience possible
  • Stays on top of curriculum updates and advises clients of changes in pricing
  • Submits approval requests when necessary
  • Becomes certified in all 3 tracks of PILtools within first year
  • Updates Salesforce opportunities and milestones post workshop
  • Acts as back-up for Receptionist by taking calls
  • Other duties and projects as assigned

SKILLS/ABILITIES

  •  Actively demonstrates PIL’s Cultural Beliefs in daily words and actions. The ability to work effectively in a team and be solution oriented.
  • Demonstrates adaptability with a positive can-do attitude when it comes to change and last-minute requests
  • Ability to follow established processes and direction with consistency
  • Ability to work closely and collaboratively within own team and cross-functionally
  • Strong organizational skills and ability to prioritize workload to meet tight deadlines in a fast-paced and dynamic work environment
  • Demonstrates high attention to detail and solid record-keeping
  • High level of interpersonal skills with demonstrated poise, tact and diplomacy
  • Excellent communication skills, written and verbal, with the ability to clearly communicate issues to all levels of management
  • Knowledge and ability to use applicable information technology and systems to meet work needs

EDUCATION/EXPERIENCE

  •  High school diploma, GED or equivalent experience
  • Associates Degree, preferred
  • Minimum of 1-year administrative/project coordination experience

 

 

 

 

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