Project Coordinator (onsite)The Back Room

Job Description:Want to be part of a community that focuses on work-life balance, provides competitive salary and fantastic opportunities?The Backroom Offshoring Inc. is a KPO company experiencing strong dynamic growth and we want you to be part of it!Located at One West Aeropark in Clark Pampanga, a world-class building with top facilities, a conducive work environment is guaranteed!ABOUT US:The Client is a leading global drinks agency with headquarters in London, Sydney, Los Angeles, New York & currently launching in São Paolo. In two decades we have earned a reputation for excellence, style & reliability, which has seen the biggest names in the drinks & events industries come to rely on us for a growing range of services.The Client creates experiences that closer connect people to brands while creating a culture for growth.
STUDIO - Creative Services & Design
EXPERIENTIAL - 360 Event Production
HOSPITALITY - Beverage, Food & VIP Table Service
MARKETING - Trade Marketing & Strategy
WE DON'T JUST DO DRINKS.The Client specializes in Event/Festival Production, Hospitality, Brand Marketing/Strategy, Creative Services & Experiential Marketing. Our STUDIO creative services include content creation, branding, photography, videography, 3D modeling & graphic design.The Client's mission is to challenge healthy growth while creating lasting memories through impactful experiences. We develop our people, nurture a learning environment, champion grit, embrace challenges, encourage a growth mindset & aim to build better people, which in turn create better TEAM mates.In this role, your time will be spent between the below key functions:· POSITIVE TEAM WORKFLOW - Making sure there is a high performing & positive work environment for all those involved in your projects.· PROJECT ADMIN - Building & helping all project documentation, this includes setting up TEAMS channels, INT/EXT meetings & supporting general project supporting docs.· PROCESSES & PROCEDURES - Helping upkeep project workflow & processes. Helping give feedback on ways to improve efficiency & effectiveness on team output.· NEW BUSINESS DEVELOPMENT - Drive & convert business development for both new & existing clients, in line with S&C's growth strategy.· EVENT PROCESSES & PROCEDURES - Supporting all project operational processes & protocols. Including but not limited to; contractor training, warehouse logistics, bar set up, vendor management & ergonomics, event plan building, operational documents, client handling on site, portfolio allocation etc· DEPARTMENT - Ensure execution is meeting required GP%, with the overall department meeting the target GP% & NP%· COMMUNICATIONS - Ensure excellent communications both internally & externally. Updating all documents for projects including but not limited to timelines, financial roll ups, calendars, databases, SOP's, Staff briefing documents & key communication documents.· FINANCIAL - Responsible for gross profit targets being achieved on all projects. You will have full visibility to quotes & be required to manage budget trackers to ensure company targets are being met.· REPORTING - Ensuring weekly updates internally to the S&C account leads, this will then be used as part of the weekly/monthly & annual reporting.· TEAM CULTURE - Help build an inspiring, inclusive & unified team culture within Sweet&Chilli. This includes being positive, contributing to the business by supporting the S&C core values & bringing your best self to the work place everyday.DAY TO DAY· Support all project leads on required tasks· Manage project budgets from quote to invoice with a P&L· Oversee & support projects - revenue, gross profit & net profit· Support incoming email & phone requests for new event business· Ensure all budget trackers are up to date for internal reporting daily· Plan & execute a business development plan with new & existing clients· Find cost efficiencies across the department where available· Build excellent vendor relationship while regularly building & updating databases· Build & maintain excellent client relationships at all levels· Support the wider Sweet&Chilli team in planning, testing, implementation, and evaluation of client brands & new business opportunities· Upkeep of all S&C digital platforms - Asana, Foodstorm, Harvest, Pipeline, Slack & Calendars· Support S&C's social media/marketing strategy when required· Efficiently managing all expenses both personal PEX & ops expenses· Ownership over company logistics including but not limited to warehouse management, inventory, vehicles & office· Working with various departments to ensure good & cohesive workflow. Making sure bandwidth is considered & standards remain high.· Build & maintain excellent client relationships at all levels, anticipating growth opportunities & offering brand solutions· Find cost efficiencies across the department where available· Build & grow a community of national freelance staff in all areas· Ensure your training, onboarding & execution protocols for activations is being used effectively.· Ensure all budget tracking is up to date for internal reporting & client reconciliation· Support Directors/s on project reporting & analysis· Host & proactively schedule internal meetings & recaps as necessary· Contribute & drive ideation during S&C 'Idea Generator' meetings· Own weekly Dept. WIP meetings, contribute to team culture & come prepared for all internal 1:1 meetings· Manage project timelines effectively, communicating both internally & externally. Over communicate as necessary· Build excellent vendor/resource relationships while regularly building & updating databases· Ensure all financials are in line with company policies including PEX & staff expenses· Support S&C's social media/marketing strategy with images & image databases from event teamsREPORTING· Weekly reporting into Director/s during weekly 1:1· Client budget reconciliations, newsletters for program activity & results from field campaigns· Manage and keep department WIP's documents & meeting on track up to date· Accounts - Ensure all staff payments & supplier invoices are handled on time & correctly· Accounts - Present complete budget trackers each week to Director/s / financial managerKEY DELIVERABLES - KPI's· PROJECT MANAGEMENT - Effectively support team members to complete their tasks with excellence while also owning your own task list with initiative, ownership & efficiency.· PROGRAM MANAGEMENT - Manage assigned events with excellence. Effective client/staff/vendor communications while meeting financial targets.· COACHABLE & GROETH MINDSET - Ensure you're improving each day, seeking feedback on ways to improve alongside helping yourself & team mates around you to thrive & succeed.· INT REPORTING - Updates on projects managed, recaps with review against annual targets. This stems from quality weekly meetings with structures, agendas & goals which you will lead.· BUDGET TRACKERS - Ensure all budget trackers are available & company targeted margins are met.· COMMUNICATIONS - Ensure all internal communication tools are being used effectively such as Scoro, Asana, calendars, teams, emails & whatsapp. Emails/TEAMS are responded to in a timely matter.· TEAM - Build & grow our contractor & vendor team for both the infield work of HOSPITALITY, MARKETING & EXPERITIAL.· RELATIONSHIPS - Maintain excellent client relationships with regular updates internally on progress· WOW - Maintain all S&C WoW protocols including project allocation/CRM, project pipeline, Scoro, templates etc.· EXT REPORTING - Prompt & concise client facing reporting & communication· FINANCE - Weekly call covering weekly budget trackers, contractor payments & vendor invoicingPERSONAL COMPENTENCIES· Proficient IT skills (Word, Excel, Outlook, Keynote, G drive, Dropbox, external online platforms)· Efficient management of your output, including managing shared calendar & time blocking for performance· Proficient reporting skills & management of reporting scenarios· Strong time management skills with proven ability to manage several projects at once· Thrive in a fast-paced environment & ability to work under tight timelines· Willingness to work weekends & work extended hours when necessary· Extremely sociable and strong drive to lift those around you to get the best work ethos from surrounding individuals· Strong email communications with both client & S&C internally, ensuring responses are met promptlyKEY WORKING RELATIONSHIPSInternal· Senior Leadership / Directors· Account Managers· Financial Manager· Global HOSPITALITY team members - UK & AustraliaExternal· USA clients· Service providers & vendorsWork Set-up:
OnsiteWork Schedule:
For confirmation with the clientBenefits:🌟 Why Join Us?Benefits:Our benefits package is designed for full-time roles. For part-time/project-based roles, some benefits may or may not apply and will be discussed during the interview.Core Benefits:
HMO on Day 1 + Free coverage for 2 dependents after 2 years
Life Insurance
Government-mandated benefits
20 Annual Leave Credits
13th-month pay
Birthday & Bereavement Leave
Onsite/Hybrid Extras:
Travel Subsidy
Staff House Accommodation (within certain distance)
Free Shuttle Service
Free Lunch & Uniform
Perfect Attendance Bonus
For All Employees:
Onboarding Training
Monthly Engagement Activities
Birthday Gift & Weekly Treats
Christmas Hamper & Anniversary Gift
Opportunity to Travel
💰 Referral BonusRefer a friend and get up to PHP 8,000 via GCash for every successful hire in this role!
Grad trainees, junior, entry-level, and admin positions: PHP 3,000
Intermediate positions: PHP 5,000
Senior and hard-to-fill positions: PHP 8,000
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The Back Room

Central Luzon
Permanent
Full-time