PROJECT COORDINATOR
OXFORD BUSINESS GROUP
Total years of experience :11 years, 2 Months
My duties include providing administrative assistance to the project team, as well as to any other visiting advertising and editorial staff and freelance analysts. I was in charge of the administrative tasks in the office such as updating the database in the CRM System, preparing and reporting charts and documents to the regional office, answering phone calls, collecting artworks, team`s logistics, attending the conferences where our company had a desk and preparing the necessary documents that were required prior to our meetings for our research. Additionally, I prepared and organized the deliveries of the reports to clients and stakeholders.
POSITION: PROJECT COORDINATOR
COMPANY: OXFORD BUSINESS GROUP
DURATION: January 22, 2012 - Up to present
DUTIES: • To provide administrative assistance to the project team, as well as to any other visiting advertising and editorial staff and freelance analysts.
• Meets with the Country Director daily to discuss the daily and weekly priorities.
• Arranges meetings.
• Signs up all persons met/interviewed by advertising/editorial staff for relevant OBG web stories.
• Maintains calendars, charts, reports to ensure that records are kept accurate (keeping track of all meetings of each staff, keeping the company outlook files updated, updating the barter chart and artwork collection chart weekly.
• Makes all travel and accommodation bookings.
• Coordinates daily schedules for Analysts when in town.
• Provides additional assistance to Analysts when needed.
• Coordinates the driver's schedule, informs the driver daily on the locations of the meetings for the next day for appropriate planning.
• Collects artwork and submits to the head office.
• Organises delivery of books (both to advertisers and to other contacts requested)
• Maintains all office supplies and ensures that the office is tidy and all business cards organized.
• Ensures that s/he is available on phone / on line at all times, especially when staff is out of office for meetings.
• Ensures healthy hand over transition at the end of projects and / or end of service such as: ensuring that Head Office is informed in full on all pending issues, completing and sending all requested charts, reports and other documents, handing over tasks to the appointed replacement, taking time to train the replacement, making list of the current needs, priorities and issues, making sure that the replacement is aware of all the procedures, manuals and guidelines etc.
• Assists the advertising staff with their research (finding the largest companies within various industries, finding out contact names, researching companies' corporate and financial information)
• Assists the editorial staff with their research (helping read local papers and cutting out informative articles daily, assist to find the most appropriate local analysts, assist the staff or analyst to find interesting companies/organisations/institutions within each sector for interview)
• Liaises with the Editorial Manager, cross checks the listings in each section of the book.
• Collects all the receipts for every expense, and assists the Country Director with compiling the expense reports.
• Ensures regular and on-time payment of all office and apartment utilities bills.
• Liaises with the head office to receive the invoices, proof read invoices and check accuracy, send invoices to clients.
• Works with head office to ensure timely collection against invoices - follow up with clients for payment.
• Managing and maintaining a CRM system
• Ensuring all documents are as up to date as possible within electronic filing system
POSITION: PROJECT COORDINATOR
COMPANY: OXFORD BUSINESS GROUP
DURATION: January 22, 2012 - Up to present
DUTIES: • To provide administrative assistance to the project team, as well as to any other visiting advertising and editorial staff and freelance analysts.
• Meets with the Country Director daily to discuss the daily and weekly priorities.
• Arranges meetings.
• Signs up all persons met/interviewed by advertising/editorial staff for relevant OBG web stories.
• Maintains calendars, charts, reports to ensure that records are kept accurate (keeping track of all meetings of each staff, keeping the company outlook files updated, updating the barter chart and artwork collection chart weekly.
• Makes all travel and accommodation bookings.
• Coordinates daily schedules for Analysts when in town.
• Provides additional assistance to Analysts when needed.
• Coordinates the driver's schedule, informs the driver daily on the locations of the meetings for the next day for appropriate planning.
• Collects artwork and submits to the head office.
• Organises delivery of books (both to advertisers and to other contacts requested)
• Maintains all office supplies and ensures that the office is tidy and all business cards organized.
• Ensures that s/he is available on phone / on line at all times, especially when staff is out of office for meetings.
• Ensures healthy hand over transition at the end of projects and / or end of service such as: ensuring that Head Office is informed in full on all pending issues, completing and sending all requested charts, reports and other documents, handing over tasks to the appointed replacement, taking time to train the replacement, making list of the current needs, priorities and issues, making sure that the replacement is aware of all the procedures, manuals and guidelines etc.
• Assists the advertising staff with their research (finding the largest companies within various industries, finding out contact names, researching companies' corporate and financial information)
• Assists the editorial staff with their research (helping read local papers and cutting out informative articles daily, assist to find the most appropriate local analysts, assist the staff or analyst to find interesting companies/organisations/institutions within each sector for interview)
• Liaises with the Editorial Manager, cross checks the listings in each section of the book.
• Collects all the receipts for every expense, and assists the Country Director with compiling the expense reports.
• Ensures regular and on-time payment of all office and apartment utilities bills.
• Liaises with the head office to receive the invoices, proof read invoices and check accuracy, send invoices to clients.
• Works with head office to ensure timely collection against invoices - follow up with clients for payment.
• Managing and maintaining a CRM system
• Ensuring all documents are as up to date as possible within electronic filing system
DUTIES: • Encode post and validate the Stock Withdrawal Slip from the merchandiser.
• Encode, verify, proofread, and edit physical count results in the inventory of the supermarket and in the warehouse.
• Record and update the quantities of items delivered and received.
DUTIES:
• Prepare service orders to be used by the telephone installers and by the commercial office.
• Prepare documents for activation of special features services, temporary and permanent disconnection of the subscriber’s telephone line.
• Do other duties/tasks as assigned to me by my immediate supervisor.