Project Coordinator

Job Title: Project Coordinator

Location: Lausanne

About RWS:
RWS Holdings plc is the world’s leading provider of technology-enabled language, content management and intellectual property services. We help our customers to connect with and bring new ideas to people globally by communicating business critical content at scale and enabling the protection and realization of their innovations.

Our vision is to help organizations interact effectively with people anywhere in the world by solving their language, content and market access challenges through our collective global intelligence, deep expertise and smart technology.

Customers include 90 of the globe’s top 100 brands, the top 10 pharmaceutical companies and 18 of the top 20 patent filers worldwide. Our client base spans Europe, Asia Pacific, and North and South America across the technology, pharmaceutical, medical, legal, chemical, automotive, government and telecommunications sectors, which we serve from offices across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

Primary Purpose

Under the supervision of a (Senior) Project Manager, the Project Coordinator is a key member of a project team, working closely with the Project Manager, Technical Services, and Quality Assurance. The Project Coordinator supports day-to-day project activities based on predefined production requirements and communicated project scope. Tasks may include but are not limited to client data management, project set up, scheduling, quote preparation, project file organization, and placing tasks with linguists.

The Project Coordinator’s primary responsibility is to coordinate the completion of non-client-facing project activities to assist the Project Manager in the successful execution of client projects. This includes resource allocation and task coordination for a variety of localization projects. The Project Coordinator will actively participate in meetings to discuss open and emerging business issues for assigned accounts and make recommendations for improvements.

Essential Functions

Client Service
- Support team with regards to client requirements, needs and requests such as asset management, reporting, and meetings

Project Management
- Engage in standard quote preparation
- Launch and coordinate standard projects which includes functions such as scheduling, resource allocation, and work assignments
- Perform administrative duties which include project closures, Translation Memory updates and folder structure maintenance
- Produce reports and develop internal post-mortems to help improve processes and reduce risk
- Keep project schedules on track and ensure on-time delivery
- Ensure projects are completed within budget

Resource Coordination
- Create and send POs to external resources
- Ensure project resources have the necessary tools and information to accomplish tasks
- Alert resources of schedule or scope changes
- Provide feedback to Vendor Management on external resource performance

Account Development
- Support Business Development, Marketing, Account Management and extended teams as necessary
- Support execution of approved account opportunities and their implementation

Teamwork
- Support project team members as necessary to perform and complete daily project tasks
- Make recommendations for process improvements to have a positive impact on profitability and/or quality

Additional duties
- Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective completion and shipment of projects.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Equipment
- Uses standard office equipment such as personal computer, scanner, copier, fax machine, telephone/headset.

Work schedules
- Twelve months per year standard work schedule or part-time work schedule may include full days or part-time days with a minimum of 20 hours per week as needed to successfully meet individual and department goals and objectives, and meet employee and client needs, including a reasonable amount of additional hours as necessary.

Knowledge, Skills and Abilities
- Strong organizational skills in a fast-paced, deadline-driven environment
- Ability to prioritize and coordinate competing work demands, and maintain composure under pressure.
- Fluent communication skills of written and verbal English
- Ability to report work orally and in writing as required.
- A team player who can collaborate effectively with a diverse group of individuals.
- Ability to establish and maintain cooperative working relationships.
- Ability to maintain confidentiality of information regarding company financial and other information.
- Ability to reso