What are the responsibilities and job description for the Project Coordinator position at Insight Global?
JOB DESCRIPTION
This team at the client is responsible for flipping previous stores into new Walgreens stores. They are responsible for the physical conversions of all of these stores. They are in the midst of several projects, Village Medical being a main one (as an example, select number of stores are getting a village medical area being built within those specific stores to help provide additional medical services to customers, so they handle the execution of the physical putting that section within the store). Essentially, they will be supporting any type of physical construction within the stores (fixtures, expense items, simplified program, number of different programs going through execution, team members will come in, take submissions in from field, enter into system, submit re-orders, respond to emails & answer phones). All programs will be similar to what responsibilities are related to this program.
When hired, they have an extensive deck that goes over everyone and thing they will be supporting. The main support will be the stores, handling the emails & phone calls they get in from the field. They will be trained on base knowledge (internal terminology). They’ll have the entire team as main support for them to get them trained on all programs and where to find that information. As they get more experienced and comfortable, they will be working with different business groups within the organization. They will sometimes work with construction PM’s and cross functional business groups as well.
This person will be responsible for coordinating activities related to the development, documentation, and maintenance of research project workflow, to include maintaining project status updates, preparing recurring reports, maintaining project file database, assisting in project management and coordinating other related submissions.
When hired, they have an extensive deck that goes over everyone and thing they will be supporting. The main support will be the stores, handling the emails & phone calls they get in from the field. They will be trained on base knowledge (internal terminology). They’ll have the entire team as main support for them to get them trained on all programs and where to find that information. As they get more experienced and comfortable, they will be working with different business groups within the organization. They will sometimes work with construction PM’s and cross functional business groups as well.
This person will be responsible for coordinating activities related to the development, documentation, and maintenance of research project workflow, to include maintaining project status updates, preparing recurring reports, maintaining project file database, assisting in project management and coordinating other related submissions.
- Works closely with project teams and requesters to understand the goals and objectives of projects, clarifies requests and requirements (weekly to-do lists, sent out every Monday with included action items for the week)
- Inputting submissions into our application of protrak (responding to phone calls & emails)
- Being able to make phone calls & speak to store team members to collect information
- Communication, with the team, provide updates of how things are going. Have accountability for work they’re doing
- Responsible for request investigation and follow up communication (complete re-orders & entering information into Pro-trak (Project Management System), proactively making calls to make sure new store is successful)
- 10-15 outbound calls per day
- Working cross collaboratively w different business partners & workstreams in the field.
- Recommends and maintains project priorities for the team and communicate priority to requesters.
- Identifies duplicate requests and recommends project/request consolidation when appropriate.
- Assists in the development, documentation, and maintenance of project plans.
- Prepares and distributes weekly, monthly and quarterly project status/progress reports and other project documentation for senior leadership.
- Updates and maintains department project board.
- Collects maintains and distributes information from project teams and business unit personnel to facilitate communication.
- Provides administrative support and assistance for daily project workflow operations.
- Prepares minutes and reports from meetings and maintains copies and files.
- Reviews, edits, and assists in the development of relevant documents, PowerPoint slides, research articles, and other communication and documentation.
- Checks for accuracy and completeness, ensuring appropriate concepts, themes and messages are represented effectively and consistently for the target audience.
- Coordinates and processes the submission of publications to various audiences, including formatting documents, ensuring all submission requirements and deadlines are met and monitoring the submission and publication status.
- Develops and maintains the centralized files and records database for the department. Makes actionable recommendations for improving process flow and project management processes.
- Review metrics (quality & quantity) of work each week & how they can improve
MINIMUM REQUIREMENTS
- Customer Service experience (outbound calls, following up with “in pain” clients on status/updates)
- Associates degree and at least 1-year work experience or High School/GED and at least 3 years work experience.
- Experience working with cross-functional teams
- Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
- Experience collaborating with internal resources / external resources to develop strategies that meet department goals within budget and established timelines.
- Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).
- Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
- Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
- Excellent time management & communication skills
DESIRED SKILLS
- Retail background
- Call center experience could work
- Bachelor’s degree.
- Basic level skill in Microsoft Project (for example: establishing basic project information, adding tasks and subtasks, setting task dependencies and constraints and/or tracking progress).
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