Job Description:

Role Overview:

proAV are a leading global audio visual integrator, providing AV and event services across multiple client partnerships globally.

Our immediate requirement is for an experienced Project and Operations Assistant to be a key part of our Egham team, representing proAV, taking full responsibility for providing comprehensive administrative, operational, and project coordination support to the Project Delivery and Senior Management teams. The role is responsible for ensuring the accurate and timely flow of information across all internal departments, promoting a collaborative approach to project delivery and supporting the successful execution of projects from handover through to completion.

This is an exciting opportunity for an exceptional, experienced Project and Operations Assistant to join an established operation with scope to drive and enhance the service at every opportunity.

Experience and seniority of the position will be reflected by the remuneration and benefits package.

Key Responsibilities:

• Manage the internal Handovers mailbox, ensuring accurate information transfer and timely communication between departments. Including:
• Liaise with Sales teams at the point of handover to ensure all project information is complete, accurate, and fully understood before distribution to internal departments.
• Manage and maintain effective information flow across internal departments including procurement, design and accounts. This is a key element to ensure the business is working collaboratively. 
• Update and maintain project information within Pulse at the point of handover, ensuring all records remain current, accurate, and accessible.
• Facilitate effective communication across the business to ensure project requirements, timelines, risks, and updates are clearly understood.
• Liaise with Project Managers and the Project Delivery team on a daily and weekly basis to ensure effective communication and coordination.
• Support the delivery of projects in line with company procedures, standards, and compliance requirements.
• Track project progress and provide regular status updates to relevant stakeholders.
• Establish, maintain, and manage project documentation and records.
• Monitor resource utilisation and identify potential capacity or scheduling issues.
• Support the management and monitoring of individual and team workloads to ensure efficient project delivery.
• Provide administrative and coordination support to Project Managers and project teams as required.
• Produce weekly operational updates and reports for the Operations Manager for submission to Directors.
• Support the Senior Management Team with administrative, reporting, and coordination tasks as required.
• Assist in identifying opportunities to improve processes, communication, and operational efficiency.
• Maintain and manage Microsoft Dynamics 365 records, ensuring data accuracy and completeness.
• Generate reports and provide administrative support using Microsoft Office applications and internal systems.
• Ensure all project and operational data is maintained to a high standard of accuracy.

Essential skills and experience

• Positive, proactive, and enthusiastic approach to work.
• Excellent organisational and time management skills, with the ability to manage multiple priorities.
• Strong communication and interpersonal skills, both written and verbal.
• High level of attention to detail and accuracy.
• Strong problem-solving and analytical skills.
• Ability to work independently and collaboratively within a team environment.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience using Microsoft Dynamics 365 or similar business management software is desirable.

Desirable skills:

• Previous experience in project coordination, project administration, operations support, or a similar role.
• Experience working within a fast-paced project delivery environment.
• Understanding of resource planning, project reporting, and business process management.

Equality, Diversity & Inclusion:

proAV is an equal opportunity employer that is committed to supporting and promoting an inclusive culture for all employees and job applicants. We want everyone to feel comfortable being themselves and create a culture where we understand and respect each other’s differences. proAV does not tolerate discrimination based on age, disability, gender identity, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. We make employment decision based on the needs of our business and the qualifications and/or experience of the individual. proAV offers personal and professional development opportunities, not just through traditional qualifications, but also through Apprenticeship schemes, internal training and mentorship programmes. We support employees and job applicants with their work-life balance through our family friendly policies and practices. We encourage all to apply.