Coordination Specialist

Join our dynamic team at Zeald and play a vital role in ensuring seamless client relationships As a Coordination Specialist, you'll collaborate closely with Managers and Team Leaders to oversee client portfolios. From coordinating administrative tasks to monitoring deliverables and implementing workflows, your contributions will be essential to our success. If you're detail-oriented, proactive, and thrive in a fast-paced environment, we want to hear from you

Key Responsibilities:

Coordination Specialist

To assist the Managers and Team Leaders to successfully manage the relationship between the clients within their portfolio and Zeald.

Be responsible for the daily running of the accounts within your portfolio. Key activities include (but are not limited to):

• Scheduling meetings (both face-to-face and phone/virtual).  Rescheduling of meetings where appropriate.
• Answering phone calls when the Relationship Manager isn't available.
• Triggering the relevant tasks and activities in Zeald's extranet at the appropriate times to inform team members when they need to complete a particular task.
• Updating extranet notes and activities to keep all team members well informed.
• Screening the project managers emails and responding where appropriate.
• Following-up things that need following up.
• Flagging any potential issues and escalating to the project manager or team leader or other staff where appropriate.
• Appointment setting for the Digital Business Strategist - Ringing clients in the DBS portfolio and making appointments in the upcoming weeks
• Keep track of projects
• Complete weekly or fortnightly check-ins with the MS and TPS  members to go through all outstanding tasks on the dashboard and to highlight projects with no next steps
• The accomplishment of ad-hoc task requests from the Team leaders
• Develop excellent working relationships with all members of the team that you are working with.

Administration

• Track all activities in the Zeald extranet system along with accurate notes to enable colleagues to be well informed at all times.
• Where required to assist with the management of other staff members' portfolios when that staff member is unavailable due to sickness, bereavement, annual leave or some other reason.
• Complete other tasks and activities as directed by the Team Leaders and Managers.
• Be an ambassador and advocate for the company at all times.

Process improvement

• Draft SOP documents or updates to SOP documents
• Maintain and update product release checklists to ensure all tasks are completed
• Update workflows as needed.

Quality

• Ensure all marketing reports are delivered promptly and with exceptional quality. Include reporting on timeframes and key performance indicators (KPIs) to meet this objective effectively.

Sales Support

• Developing sales reports and presentations while collaborating with the marketing team to ensure their quality. Responsibilities also include managing lead loading and assignment, as well as promptly addressing incoming sales inquiries via the designated phone line.

Reporting

• Deliver comprehensive group and company reports to team leaders, managers, and the CEO as required. These reports serve to uphold our commitment to timely, high-quality service delivery, ensuring profitability and excellence across all endeavors

Health & Safety

• Recognise individual responsibility for workplace Health and Safety under the Health and Safety at Work Act 2015

Key Requirements:

• Excellent English communication skills (both written and phone-based) to collaborate effectively with team members in the Philippines and New Zealand, as well as with clients
• Highly efficient, organized, and reliable
• Strong attention to detail with a high level of accuracy in work
• Previous experience in a VA or customer service role is an advantage
• Working knowledge of websites and online marketing is a plus
• Strong communication skills, with the ability to engage clearly and effectively
• Accountability and reliability in completing tasks and commitments
• A supportive attitude contributes to the overall success of the agency

We offer a competitive salary, free health care, a P10k signing bonus awaits the successful candidate.

Apply now and complete our pre-screening test so we can process your application:

**A STABLE INTERNET CONNECTION (WITH BACKUP NET) AND A LAPTOP/DESKTOP IS A MUST**