Project Coordinator

6 days ago

Singapore Oxford HR (Asia) Pte Ltd Full time

Oxford HR is a specialist executive search and organizational effectiveness firm dedicated to serving the needs of the for-purpose and not-for-profit sectors in a wide variety of practice areas. We identify, support and promote the leaders, thinkers, and doers that can help our clients make a real difference.

Oxford HR is an ambitious, fast-growing, and multicultural firm with a strong commitment to championing diversity. Our headquarters are in Oxford, and we have offices in London, Amsterdam, and Nairobi, with associate consultants and researchers across Canada, Bolivia, Venezuela, Thailand, Hong Kong, Belgium, India, Morocco, France, the Netherlands, Germany, United Kingdom, South Africa, Senegal, and Australia.

**The Role**

**Location**:Singapore

**Reports to**:Project Coordination Manager

**Job Purpose**

The main purpose of the role is to coordinate the assignments and projects at Oxford HR, mainly supporting the Researcher and Consultant of a particular team and across a range of assignments (between 8-15) at any one time.

The team of Project Coordinators at Oxford HR is highly organized, trustworthy, and detail-oriented, and knows how to prioritize tasks to meet deadlines as needed. We are constantly trying to improve our processes and we are eager to learn new tools that allow processes to be managed efficiently but without compromising quality.

**Key Responsibilities**

**_ Account Management_**
- Carry out overall coordination and administration of each assignment efficiently and accurately so that information is readily accessible to the lead Consultant and Researcher, as well as other members of the Oxford HR team.
- Coordinate project meetings, issuing of minutes, maintain and update the project schedule and monitor the overall progress of the assignment to make sure things are on track.
- Maintain effective communication with all stakeholders during all phases of the project.
- Resolves and/or assists in the resolution of technical issues within projects.
- When needed, support finalizing the job description and adverts along with the lead Consultant and Researcher, prepare the appointment brief, and advertise them on the OxHR website and other relevant job sites, news sites, and social and professional platforms and networks.
- Maintain and update the Oxford HR website and changed details of vacancies as required, preparing and setting Filter Questions and response methods.
- Assist in the production of assignment reports, such as longlist and shortlist reports.
- Proofread documents when needed.
- Update the Invenias database with relevant key data.
- Update Microsoft Teams with the documents/ information related to each assignment.
- Assist in special projects such as HR consultancies.

**_ Data Admin_**
- Create and manage both paper and electronic filing systems to meet the organization’s developing needs.
- Carefully follow our internal procedures and standards, supporting the whole organization in having reliable and accurate information.
- Manage data securely and confidentially.

**_ Office Management_**
- Attend team meetings and take turns in taking meeting minutes/chairing.

**_ Additional Responsibilities_**
- In addition to the key responsibilities, it is expected that the Project Coordinator supports new members of the team in their induction and training.
- This post is expected to develop and for new duties to be added as work streams and technologies change.**Person Specification and Qualifications**

**Experience and Skills**

**_Essential_**
- Project coordination or at least administration experience with a ‘completer-finisher’ attitude.
- Exemplary organisational skills, with the ability to prioritise and manage conflicting deadlines and work in a fast-paced environment.
- Superb communication skills.
- Facility with the suite of Microsoft Office tools and the ability to learn to use new software.
- Knowledge of databases, data and communicating the salient points of complex information.
- Good understanding of cultural diversity.
- Ability to work within a small, close-knit team and respond quickly and efficiently to requests for support.
- Keen attention to detail.
- Demonstrable experience and confidence to liaise with senior colleagues.
- Excellent written and oral English language communication skills

**_ Desirable_**
- Additional language skills.
- Experience working with multicultural teams.
- Experience working remotely.

**Personal style and Behaviour**
- Ability to remain calm under pressure, and respond to changing demands and priorities when required.
- Team player: the ability to work effectively within and across teams, and be able to build relationships with remote teams.
- Collaborative and inclusive working style, able to reach collegiate decisions.
- Able to foresee and mitigate problems, as well as a proactive approach to problem-solving.
- Self-motivated and driven to succeed.
- Self-awareness and empathy with the vision and values of th

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