Project Executive

Salary: £18,000 to £21,500 plus company performance related bonus

Hours: 9.00am – 5.30pm Monday – Friday

Holiday: Starting at 23 days a year plus Bank holidays

Reporting to:  Project Manager

About the Company

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.

Role Purpose

To provide a responsive and crucial function in the implementation of consumer promotions from researching and purchasing prizes, to handling data, selecting and contacting winners, and despatching their prizes. To administer multiple allocated projects concurrently with faultless attention to detail, to ensure effective and efficient implementation of consumer promotions for our clients.  To work alongside Project Managers to support them in delivering additional tasks for more complicated projects.

Key Responsibilities

Planning

  • Identify project tasks and diarise without prompting
  • Input tasks and update project plan templates
  • Organise daily workload to ensure tasks are completed on time
  • Carry out agreed tasks, chasing clients and suppliers to meet dates and rescheduling as needed

Client Servicing

  • Handle incoming phone calls from clients and winners
  • Communicate with client contacts via email, both inbound and outbound, proactively and reactively
  • Handle project issues / problems through investigating and identifying possible causes. Apply remedial actions as agreed by Project Manager
  • Occasional attendance at client conference calls and meetings with Project Manager

Service Delivery

  • Undertake different types of prize draw from supplied data
  • Undertake moderation and assessment of competition judging with minimal supervision.
  • Draft / amend winner communication phone scripts and email message templates, tailoring existing resources for Project Manager approval
  • 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
  • Monitor promotional email accounts and content management systems, record data and issue replies per agreed time targets
  • Populate project data reports and keep our business system up to date
  • Research prize options (features, timescales and costs) by phone and online
  • Create draft purchase orders accurately and on time
  • Make prize purchases
  • Prepare prizes for despatch including enclosures, wrapping and postage
  • Supply winner data to fulfilment suppliers
  • 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

Continuing professional development

  • Actively commit to self-development
  • Utilise all learning resources available e.g. internet
  • Maintain a good working knowledge of business systems and ongoing updates
  • Attend internal and external training / learning and completes exercises / applies knowledge
  • Demonstrate passion for the promotional industry

Team Work

  • Take direction, accept critique, seek clarity and provide input
  • 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

Estimate on how time is spent

Planning 10%

Winner selection 15%

Winner communication 25%

Prize research, purchase and fulfilment 20%

General administration (includes internal meetings, training and general office duties) 30%

Key contacts

Primary, internal: Project Managers, other Project Executives and Head of Operations

Secondary, internal: Client Relationship Managers and Legal Executives

External: client contacts, and prize purchase and fulfilment suppliers

Role requirements

  • Minimum 1 year 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.  
  • Can use MS Word, Excel, Outlook and Powerpoint with good keyboard skills
  • Good organisation and time management skills
  • Able to remain focussed on completing responsibilities despite distractions, pressures and changes
  • Customer/Client focused
  • Good attention to detail – provides accurate and consistent information
  • Team player
  • Self-motivated
  • Commercial – awareness of costs

Desirable skills

  • Willingness to undertake minimal independent remote / home out of hours work to complete time sensitive work
  • Driver with full UK Licence
  • Advanced Microsoft excel skills eg ability to handle conditional formatting and basic functions
  • Formal Project management qualification (or working towards) eg Prince 2
  • Software coding and programming

If you meet the requirements for the role and are looking to join an innovative and rapidly growing business, then please apply now! For further information contact shelley.davies@promoveritas.com or call 0203 325 6000.