Project Coordinator (Remote- 20 hrs./week, AU Time)

We are seeking a dynamic and experienced Project Coordinator to join our team. The Project Coordinator will oversee all internal and customer communications related to training contracts, including training schedules, feedback, data, and the overall progress of training contracts.

This role requires top-tier organisational skills, the ability to manage multiple projects simultaneously with a stress-free attitude, and a strong focus on delivering projects on time, within scope, and budget. You will be detail-obsessed with a passion for executing seamlessly, supporting our Trainer Team to focus on delivering legendary UTB training.

Your day to day:
Your average day will be spent looking at our project management boards (we use ---------- ) that have all our training contracts and then following up with our trainers who haven’t entered their training data and reaching out to customers to book training. This will require you to work with trainers on their availability, customer needs, etc.

You may also be required to help the team cross-functionally with organising events, and general day-to-day administration tasks.

This is a part-time, remote role of between 20 hours per week. Your work hours can be flexible but need to be within the Australian working time zone. We plan to grow this to a full-time role.


Your work will involve:

Communication with External Stakeholders:
- Liaise with customers to organise training, with a strong emphasis on relationship building throughout the contract.
- Maintain comprehensive notes on customer interactions for the internal team
- Invite customer feedback and introduce renewal of business

Enablement of the Trainer Team:
- Build a good working relationship with trainers, i.e. know their training strengths and styles
- Book training engagements with customers on behalf of trainers and log these in internal systems

Contract Management and Monitoring:
- Ensure all contract deliverables are met on time, within scope and budget
- Manage changes to the contract scope, schedule, and costs, liaising with the Sales and Finance Team
- Track contract delivery, specifically to analyse customer satisfaction and training milestones

Reporting and Analysis:
- Prepare analysis and required reporting on the progress of contracts as needed (some contracts will require more than
others)
- Create and maintain comprehensive project documentation


Functional accountabilities

Contract Management
- Identify solutions to improve the operational efficiency of contract management and delivery.
- Proactively identify potential risks to project success and develop mitigation strategies.
- Monitor and identify solutions to execute contracts faster, better, and more cost-effectively.

Resource Management
- Allocate resources efficiently to ensure project timelines and deliverables are met.
- Monitor resource utilisation and adjust plans as necessary to optimise contract execution.

Quality Assurance
- Implement and maintain quality control processes to ensure project deliverables meet the required standards.
- Conduct regular quality reviews and audits of project deliverables.

Continuous improvement
- Lead post-project reviews and identify lessons learned to improve future project performance.
- Encourage a culture of continuous improvement within the project team and across the organisation.

Daily Data Entry
- Ensure accurate and timely daily data entry across Operations, supporting informed decision-making and streamlined
operations.

Key competencies
- Strong project management skills to oversee and execute process improvement initiatives with an understanding of PM
methodologies
- Working experience: 3-5 years. A graduate of any business course or related field.
- Excellent problem-solving abilities to identify and implement solutions for enhancing customer satisfaction
- Exceptional collaboration and interpersonal skills to work closely with cross-functional teams and external stakeholders,
both written and verbal
- Digitally fluent and/or proficient in project management software, knowledge of Microsoft 365 and ---------- are an
advantage
- Meticulous attention to detail to ensure accuracy and precision in project deliverables
- High level of initiative with the ability to work independently and drive projects to completion without constant supervision


Metrics
- 100% of active contracts tracking to the timeline or ahead of schedule
- Hours delivered – the quarterly target of hours to demonstrate streamlined project management allows trainers to
deliver at capacity
- Customer Net Promoter Score (NPS)
- Customer Feedback Scoring


About Using Technology Better:

UTB is a technology training partner specialising in end-user training (as opposed to technical training for certification or
standardised training that is tool based such as a standard Excel course). We don’t sell licenses, software, or hardware which
allows us to partner broadly. You can find out all the juicy details about our history and future on our website.