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Project Co ordinator

Promo Veritas



£24000 - £27000/annum


Posted: 15/09/2021

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We are currently recruiting for the exciting opportunity for an experienced Project Co-ordinator to join our busy team in London.

Salary: £24,000 - £27,000

Project Co-ordinator Duties:

To provide a responsive and crucial function in the planning and implementation of consumer promotions, including creating and managing timelines, identifying and managing risk, researching and purchasing prizes, handling data securely, selecting and contacting winners, and also despatching their prizes.

To manage and administer multiple projects concurrently with faultless attention to detail, to ensure their corresponding promotions are implemented effectively and efficiently.  Time will be divided into personally managing and delivering some projects and working alongside Project Managers to support them in delivering additional tasks for more complicated campaigns,

Planning certain parts of the project, monitoring its progress, co-ordinating meetings and overseeing members of the project team
Proficient in all aspects of administration and documentation
Identify when it is suitable to involve external auditors, and brief them clearly
Document project issues, risks and opportunities
Create and update project data reports
Provide input to project review / closure reports
Communicate with client contacts via email and phone, both inbound and outbound, proactively and reactively
Demonstrate ability to spot project issues, problems, identify causes and possible solutions and implement remedial actions.
Occasional attendance at client conference calls and meetings with Project Manager or when services are agreed, with Client Relationship manager,
Tailor winner communication style to client requirements.
Undertake different types of prize draw from different data sources and methods.  Identify and apply inclusion / exclusion criteria.
Identify and apply suitable processes for judging.  Draft judging briefs.  Personally undertake agreed judging.
Create winner communication copy content including phone scripts, email message templates and FAQs and tracking documents.
Digital knowledge relating to microsite development and customer journey
Contact and reply to winners by phone, text and email
Record all contact and process steps with winners via project specific winner tracking documentation / spreadsheets / databases
Populate project data reports
Keep our business system up to date and input to improvement opportunities
Identify and implement prize research approach (features timescale and costs) including some supplier negotiation on charges
Create draft purchase orders accurately and on time
Brief suppliers, supply data and monitor performance
Undertake occasional on-site auditor duties for example at printing and production sites around the country, or occasionally overseas
Complete timesheets in real time and use client proposals to ensure scope of work is understood and adhered to
Actively commit to self-development
Maintain a good working knowledge of business systems and ongoing updates
Attend internal and external training / learning and complete exercises / apply knowledge
Demonstrate passion for the promotional industry
Good organisational skills
Proactive thinking
Actively seek feedback, encourage others to embrace feedback and evaluate critically
Proactively support team members as required by changing workload demands
Share skills and knowledge with colleagues within and across teams
Contribute own experience and ideas
Demonstrate the ability to juggle projects without error
Ensure faultless attention to detail at all times
Project Co-ordinator Requirements:


Minimum 2 years full time experience in a client servicing, sales or project support role
Minimum A Level education, ideally degree level candidate
Clear, understandable speaking voice. Native English standard language.
Accurate spelling and grammar. Clear, understandable written communication skills.  Ability to create and deliver articulate company presentations and show awareness of different audience needs
Can use MS Word, Excel, Outlook and PowerPoint with good keyboard skills.  Some advanced elements of Excel required to support data management
Good organisation and time management skills.  Ability to spot issues in advance
Able to remain focussed on completing responsibilities despite distractions, pressures or changes
Customer / client focused
Thorough and accurate at all times.  Focus on cause and effect to prevent errors and oversight
Team player
Commercial – awareness of costs and importance of margin


Willingness to undertake minimal independent remote / home out of hours work to complete time sensitive work.  Could involve off site visits and staying away from home overnight
Driver with full UK Licence
Advanced Microsoft excel skills e.g. ability to handle conditional formatting and basic functions
Formal Project management qualification (or working towards) eg Prince 2
Software Coding and programming
Experience of using WordPress

About us:

At PromoVeritas we shape and implement prize promotions for major brands such as Cadbury, Kellogg’s, American Express and Pepsi.  We are a team of 30+ legal, marketing, project management, data and logistics experts who manage everything from giving solid legal advice on implementing promotions worldwide, to selecting winners of prize draws, to judging entries for competitions or creating ‘Willy Wonka’ style instant win packs, to contacting winners and arranging their prizes – all with an emphasis on compliance, knowledge and consumer care.  There is huge amount of variety, a strong team ethos and the joy of seeing your work on supermarket shelves and websites all around the world.  See our website for more information on us, our work and our clients.

Established in 2002, the company is based in Pinner, north London, about 25 minutes from Baker Street on the Metropolitan line tube.  As a result of continued growth, we are looking to recruit high calibre individuals to join our project management team, who will share our passion for promotions and keeping clients and consumers happy.

If you think you will be suitable for this Project Co-ordinator role, please apply now

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