Operations Project Manager

Salary: £33,000+ plus company performance related bonus

Hours: 9.00am – 5.30pm Monday – Friday

Holiday: Starts at 23 days a year plus Bank holidays

Reporting to:  Senior/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 40+ 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 planning and implementation of consumer promotions, including creating and managing timelines, identifying and managing risk, researching and purchasing prizes, handling data securely, selecting and contacting winners, and also despatching their prizes.

To manage and administer multiple projects concurrently with faultless attention to detail, to ensure their corresponding promotions are implemented effectively and efficiently.  Time will be divided into personally managing and delivering some projects and working alongside Project Managers to support them in delivering additional tasks for more complicated campaigns,

Key Responsibilities

Planning

  • Work with Client Relationship Managers to help define and scope deliverables including estimated associated costs and resources required
  • Manage resource assignment, work allocation and software/hardware requirement for operations project
  • To analyse and interpret the briefs and produce tailored, detailed operational instructions for all aspects of the task, from receipt of entries to winner selection, to prize delivery
  • Manage and lead scope changes for operations project
  • Provide input to project performance review/closure reports
  • Conduct risk assessment for all major projects
  • Project execution within defined budget and timelines
  • Good document writing

Client Servicing

  • Communicate with client contacts via email and phone, both inbound and outbound, proactively and reactively
  • Demonstrate ability to spot project issues, problems, identify causes and possible solutions and implement remedial actions
  • Attendance at client conference calls and meetings with Client Relationship manager
  • Tailor winner communication style to client requirements

Service Delivery

  • Confidently conduct all areas of the mechanic such as prize draws, judging, fulfilment, digital development and customer services, ensuring seamless delivery and showing great attention to detail
  • Create winner communication copy content including phone scripts, email message templates and FAQs and tracking documents
  • Good digital knowledge relating to microsite development and customer journey
  • Undertake occasional on-site auditing of factory/printer visits, or occasional overseas visit and providing complete documentation
  • Record all contact and process steps with winners via project specific winner tracking documentation / spreadsheets / databases
  • Keep our business system up to date and input to improvement opportunities
  • Identify and implement prize research approach (features timescale and costs) including some supplier negotiation on charges
  • Proficient in all areas in finance
  • Brief suppliers, supply data and monitor performance
  • Working collaboratively across all departments

Continuing professional development

  • Actively commits to self-development
  • Maintain a good working knowledge of business systems and ongoing updates
  • Attend internal and external training / learning and complete exercises / apply knowledge
  • Demonstrate passion for the promotional industry
  • Excellent organisational skills
  • Proactive thinking
  • Excellent problem solving and analytical skills
  • Ensure faultless attention to detail at all times

Team Work

  • Actively seek feedback, encourage others to embrace feedback and evaluate critically
  • 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

Estimate on how time is spent

Planning 30%

Winner selection 25%

Winner communication 20%

Prize research, purchase and fulfilment 10%

General administration (includes internal meetings, training and general office duties) 15%

Key contacts

Primary, internal: Client Relationship Managers, Project Managers, Project Executives, Project Co-ordinators

Secondary, internal: Client Relationship Managers, Head of Operations and Legal team

External: Client contacts, co-suppliers on client projects, direct suppliers for prize purchase and fulfilment

Role requirements

  • Minimum 4 years full time experience in a client servicing, sales or project support role
  • Minimum A Level education, ideally degree level candidate
  • Excellent customer service skills – keeping client informed of all key stages and ability to maintain positive working relationships with colleagues and clients
  • Highly organised with exceptional time management and the ability to juggle multiple projects simultaneously
  • Able to think things through analytically, identify gaps, risks and possible solution
  • Able to remain focussed on completing responsibilities despite distractions, pressures and changesClear, understandable speaking voice. Native English standard language.   Accurate spelling and grammar.
  • Proactive thinking and able to work effectively to tight deadlines in an environment where change is inevitable
  • Excellent attention to detail, Structured and methodical in approach to work and process aware
  • Self motivated, flexible and adaptable
  • Good knowledge of print and production
  • Commercial – awareness of costs and importance of margin

Desirable skills

  • Willingness to undertake minimal independent remote / home out of hours work to complete time sensitive work.  Could involve off site visits and staying away from home overnight
  • 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
  • Line manager
  • Experience of using WordPress

If you meet the requirements for the role and are looking to join an innovative and rapidly growing business, then please apply now!

Contact shelley.davies@promoveritas.com.