Project Manager Assistant Full time

Position

Account Manager Assistant Full time

Office Hours and location

Monday to Friday - 6.30am-3.30pm PHP Time

Cebu Office with 1 day work from home after probation period

Daily tasks required

The main function of this role is to assist Project coordinators in setting up projects.

• Join the “kick-off” call when it’s scheduled with the client and take notes on what is discussed during that call. Those notes can be placed in Hubspot.
• Create project screeners if required & get Account Mangers approval before sending to the client
• Adding the dates of the project to the Google Calendar
• Setting up the Master Spreadsheet for our recruiters to work from to book in.
• Adding the project to our database system- Focus Pocus
• Setting up folders in our google drive for the project
• Setting up Surveys
• Pulling up the call list from Focus Pocus (only when directed to do this)
• Ensuring all client contacts are added to Hubspot - requesting mobile number from client if we don’t have it.
• Ensure confirmation emails, focus pocus, master are all set up correctly with dates, times, incentives.

Other tasks include:

• Creating business lists to assist our recruitment department with the project if required.
• Actioning the email inbox & responding to all emails
• Forwarding emails to relevant departments
• Confirm people for projects running the next business day via email first thing in the morning.
• At 3pm send text messages using to those who haven’t confirmed by email.
• When responses come back in update the Confirmation Sheet as well as the client master.
• If any cancellations please alert the account manager and ask a recruiter to fill the spot
• Ensure to check before the end of day if any late bookings were made and add them to the confirmation sheet.
• Liaising with respondents and clients when needed - example sending homework tasks, links for interviews etc
• Sending emails to client or respondents with questions / documents / meeting links etc without being asked
• Collecting bank details if required
• Sending sign in sheets to clients and venues
• Database data entry
• If new dates or change in brief occurs please go through each step in the “setting up a new project” list to ensure you have updated everything with the new correct dates etc
• Admin tasks as given by the account management department
• Client communication to be logged through Hubspot
• Emailing the client after the group / depth to check on attendances and mark these up on the spreadsheet.
• Checking your Account Managers emails when they are away and actioning when clients require anything
• You may be asked to do other tasks that are outside of your normal job description from time to time when staff are away to offer additional assistance to the team.
• If not busy and with nothing to do, go through projects and make sure all quotas have been met and look through responses to make sure everything is on spec and all cells have been answered & names have capital letters.

• Be able to speak English clearly
• Be vibrant and positive
• Enjoy variety and have good work ethic

• Google drive
• Gmail
• Google docs/excel
• Hubspot
• Focus Pocus
• Proposify
• LinkedIn
• Zoom & Google Meet
• Asana
• Cell Cast
• Xero
• Teamwork.com
• Typeform

• Self motivated
• Driven to succeed
• Highly organised
• Good attention to detail
• Reliable
• Highly adaptable
• Likes to learn new things

Training

All training will be provided

Skills/Knowledge/Qualifications needed

At least 2 years of admin and customer service experience.

As well as experience with computers and phone systems. Experience with Google Suite is highly desirable.

Expectations in the role

Must abide by the ISO 20252 Framework

Approx Start Date

ASAP