Job Purpose

The Project Administrator (centre delivery helpdesk) is responsible for assisting the centre delivery manager in all tasks relating to the fit-out and operations of a centre. Whilst the centre delivery managers are based in specific countries based on centre openings, the centre delivery helpdesk is a shared service function based on Manila, Philippines, which supports on end-to-end administrative. This role is specific to supporting centre delivery managers in the APAC region. The role can be split into the following areas:

• Project set-up
• Project planning
• Project costing
• Project coordination
• Project closure
• Project support

Key Responsibilities :1. Project set-up

• Assess the Project request form when submitted by the development director against the information required, and accept or reject, as appropriate
• If the project request form does not have the sufficient information, provide the list of required information to the development director for re-submission (e.g. centre location is missing)
• Assess the type of project against pre-defined project types and determine the level of support required
• Ensure the information input into the project request form has flowed through to the project tracking SharePoint correctly
• Create a project folder on the global projects sharepoint, with all pre-determined filing structure
• Provide the project details to the regional lead, who assigns a centre delivery manager to the project, based on the location and type of project and capacity of the centre delivery manager
• Collate a weekly list of all accepted projects (download from the Sharepoint) to provide to the regional lead, with assigned project managers
• When a deal has been signed/commercial terms are agreed, grant partner/landlords access to the IWG supplier library with all relevant information
• Support the centre delivery manager to upload all project documentation into the sharepoint (e.g. management agreement, NDA, costing tool, IC approval confirmation)

2. Project planning

• Based on the requirements of the project request form, ensure that the floorplan has been completed by the space planning team within the agreed SLA times
• Attend calls with the centre delivery manager to collate feedback from relevant stakeholders to provide to the space planning team for floorplan revisions
• Collate the floorplan approvals within the relevant project folder

3. Project costing

• If the project requires a site visit, support the centre delivery manager in organising a site visit to the site through contacting the pre-approved suppliers
• Supporting the centre delivery manager in the completion of the PO pack, using the nominated supplier costs and costs determined by the Schedule 3 (used by the general contractor)
• Support the centre delivery manager to upload all project documentation into the sharepoint (e.g. PO pack approval)
• Liaising with the central finance team on queries relating to the project costs and PO pack

4. Project coordination

• Support the centre delivery manager in coordinating the relevant internal and external stakeholders in all stages of a project – e.g. legal, finance, HR, development, as per the defined policy and process, to complete the necessary steps to open a centre

5. Project closure

• Complete the final accounts alongside the finance team, to compare actual costs vs the budget (PO pack), using the final invoices received
• Ensure all required project documentation is uploaded into the system (e.g. final warranties, floorplan, manuals, etc)
• Attend the final project review with the project team and document findings and upload meeting minutes onto the Sharepoint

6. Project support

• Provide support to the centre delivery manager, as required, to deliver the fit-out of centres
• Provide support to the centre delivery manager, as required, to deliver operational changes to specific countries and centres
• Provide support to third parties (e.g. partners) in accessing IWG documentation
• Monitoring the helpdesk mailbox and using the FAQ sheet to answer questions, as appropriate, or assigning a centre delivery manager to the query

Experience / required skills:

• 3+ experience in support role
• Experience in creating and leading a team
• Complete working knowledge of MS Office
• Experience in SharePoint
• Excellent communication skills
• Fluent knowledge of the English language; knowledge of another language is considered a plus
• Energy, courage and sharp thinking
• Self-starter
• Able to execute against a set process, policy and framework.