Project Office Co-ordinator

Overview

Bytes is a top provider of premium IT solutions and services, working with SMEs, corporations, and public sector organizations to modernize and digitally transform their IT infrastructures. Founded in 1982, Bytes has grown to employ over 750 people across seven locations in the UK and Ireland, with a turnover surpassing £2 billion.

At Bytes, we nurture talented individuals to achieve remarkable outcomes and are dedicated to supporting our employees through continuous training, guidance, and development to help you advance and fulfil your career goals. We foster a culture of innovation, collaboration, recognition and inclusivity and offer a wide range of benefits to support staff wellbeing.

Benefits

• Operating from modern, hybrid working environments with offices in Leatherhead, Reading, London and Manchester
• 25 days holiday per annum plus bank holidays and Christmas period
• Excellent learning and development opportunities
• Open plan office with collaborative working spaces, on-site gym, outdoor tiki bar, coffee bar, and lunch area
• Company wellbeing and social events
• Sports and social clubs
• Incentive trips
• Employee Assistance Programme
• Discounted private healthcare
• EV scheme and Ride to Work scheme
• Winners of an array of industry awards
• Great Place to Work Certified
• Sunday Times Top 100 Best Places to Work
• Supporters of 85+ charities with strong commitment to diversity and sustainability

POSITION DETAILS

Position Title:

Reports to (POSITION):

Team:

Team:Project Management Office

Department:

Department:Services

PURPOSE OF JOB

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.

KEY 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.

INDIVIDUAL RESPONSIBILITIES

• Manage incoming queries coming in the Project Office and dedicated Consultancy mailboxes
• Update all relevant tracking spreadsheets daily
• Regular catchups with consultants over phone/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

WIDER TEAM NETWORK

Internal

• Service Delivery Teams
• Sales teams
• Pre-Sales teams
• Security team
• Purchasing / Services Back office

External

• Clients
• Distribution

QUALIFICATIONS, EXPERIENCE, & SKILLS

Educational Qualifications:

• Educated to GCSE Level with minimum of A-C Grade in Maths and English

ESSENTIAL

Professional Qualifications

• None

ESSENTIAL

Years of Experience

• 1 year or more administrations experience

ESSENTIAL

• Well versed in Microsoft Office applications

ESSENTIAL

Other Requirements

• None

ESSENTIAL

• 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

MEASURES & GOALS

(HOW WILL THE SUCCESS OF THE PERSON IN THIS POSITION BE MEASURED - WHAT ARE THE EXPECTED OUTPUTS)

OBJECTIVE

MEASURE

FREQUENCY

Respond to any email arriving in the monitored mailboxes within 1 working day

Audit of Team mailboxes

Ensure we have a signed SoW and valid PO prior to starting any services/ consultancy

Audit of work portfolio

Positive engagement with management, stakeholders, peers, and customers

Feedback whether positive or negative from personnel engaged with