Professional Services Coordinator
Responsibilities & Duties
Key Responsibilities:
1. Project Coordination:
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Assist in the planning, scheduling, and tracking of professional services projects.
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Coordinate with internal teams and external clients to ensure project timelines and deliverables are met.
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Maintain project documentation and update project management tools.
2. Client Communication:
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Serve as a point of contact for clients regarding project status, schedules, and updates.
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Facilitate effective communication between clients and project teams.
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Address client inquiries and escalate issues as needed.
3. Administrative Support:
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Ensure engineers prepare and distribute project-related documents, such as proposals, network diagrams, and prepare customer reports.
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Assist in the preparation of project plans, schedules, and resource allocation.
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Maintain accurate records of project activities and deliverables.
4. Time/Financial Management:
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Monitor project budgets and expenses.
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Assist in the preparation of invoices by sending timesheet reports to bill.
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Track project costs and provide regular financial reports to management.
5. Quality Assurance:
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Ensure adherence to company policies, procedures, and standards.
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Assist in the implementation of quality control measures and project evaluations.
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Coordinate client feedback and satisfaction surveys.
Job Functions/Tasks and Processes they Will be Responsible For:
1. Engineer/PM Coordination:
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Ensure the timely arrival of engineers and PM’s to customer facing calls.
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Send reminder before project meetings to ensure participation
2. Timesheet Approvals:
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Sending reminders Monday for any outstanding timesheet submittals
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Following the guide in Zoho Learn, complete the weekly timesheet approvals
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Escalating any issues or concerns for proper handling
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If late, complete the manual timesheet fetch process and send them to Bill.com
3. Cross-Checking Upworks/Zoho Timesheets:
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Compare the timesheets in Zoho Project with what is submitted in Upworks to ensure a 1:1 match in both number of entry and hours submitted
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Escalate any anomalies to their manager
4. Sales Engineer Requests:
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Using the Vendors section lists to help assign engineers to work on scoping requests from sales.
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Ensuring they are returned completed within 3 business days
5. PM Zoho Build Review:
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When a project is created, ensure that the PM has built out the project in Zoho Project with all associated tasks lists and deliverables.
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Make sure each task is assigned to an owner
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Coordinate client feedback and satisfaction surveys.
5. Overdue Tasks and Issues Follow-up:
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Enable and use the overdue task daily reminder email
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Follow up with all owners of overdue tasks
Requirements:
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Bachelor’s Degree in Business Administration/Management/Project Management or a relevant Field.
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Proven work experience in administrative roles, customer service, or project coordination is required with a minimum of 2 years’ managing client relationships and handling multiple tasks simultaneously.
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Proficiency with office software (e.g., Microsoft Office Suite), project management tools (e.g., Asana, Trello), and customer relationship management (CRM) systems.
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Strong organizational skills, attention to detail, communication abilities, and problem-solving skills.
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Project Management Certification such as PMP (Project Management Professional) or CAPM (Certified Associate in Project Management) is an added advantage.
