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Resource and Project Co-ordinatorDepartment/ Function:

Project ServicesReports to:

Head of ResourcingLocation:

Reading - Hybrid - 2 days in the office per weekKEY ACCOUNTABILITIES / ROLE PURPOSEDrive seamless resource co-ordination and project delivery by managing consultant and architects schedules across the services organisation, ensuring optimal resource allocation and fulfilling talent requests inclusive of third-party providers.As part of the role you will oversee and authorise monthly billable service quotes, providing light-touch project management for small project engagements and will collaborate closely with our Project Managers to align resources for workstreams. You will act as a frontline coordinator for project delivery, managing engagements of varying scale (up to £1m+).Working with the project managers, assisting larger project, there will be occasional travel to customer sites to support successful outcomes.You will need to be able to effectively interact and communicate articulately with all types of stakeholders, ranging from sales teams, customers, technical teams, finance as well as project managers and senior management. All these stakeholders will have different SLAs and requirements, which will need to be met within strict deadlines to ensure customer satisfaction to the highest levels.MAIN DUTIES AND RESPONSIBILITESOptimise the utilisation of the professional services resources by managing team schedules effectively. Manage diaries of professional services workforce, ensuring best use of utilisation across multiple teams.Collaborate with Project and Programme managers to co-ordinate resource bookings for large scale projects. Working with project managers and programme managers to coordinate the booking of resources on larger projects.Support project managers on complex engagements by providing resource insights and assistance. Assisting project managers on larger project, providing support and resource knowledge.Coordinate smaller projects, ensuring alignment with customers, resource availability, and smooth delivery by ensuring dependencies are met.To book and manage 3rd party resources assigned to projects and ensuring timesheets are maintained.Ensure project deadlines are met, proactively addressing risks and escalating issues as needed.Contribute as part of the Project Team and or as an individual when required.Lead smaller engagements from scope review to resourcing, issue tracking, budgeting and reportingAssist the leadership team with resource utilisation management.Working with sales and finance to ensure appropriate billing is invoiced.Administer the holiday and sickness records for the professional services team.Demonstrate motivation, commitment and alignment with Ultima’s vision and goals.ESSENTIAL KNOWLEDGE, SKILLS and EXPERIENCEExceptional communication and customer Interaction skills:Confident in engaging with clients face to face, over video calls or on the telephone/chat and delivering an outstanding customer experienceStrong documentation abilities: Skilled in producing and presenting status reports, reviewing technical documentation and ensuring quality.Proficient in Microsoft Office and MS Project: Competent in leveraging these tools to support project coordination and deliveryUnderstanding of technical terms, including but not limited to where they are important within delivery of workspace, cloud, security, cyber, data and AI projects.Effective time management: Adept at managing multiple projects simultaneously while maintaining attention to individual priorities and deadlines.Foundational Knowledge in Project Management / Service Frameworks: Familiarity with or progress toward certifications such as Prince2 or ITIL is highly desirable.KEY COMPETENCIES REQUIRE FOR ROLEAt Ultima, success in the role requires a blend of many attributes including effective communication, leadership and strong collaboration skills. This role is ideal for candidates aiming to develop their skills and advance into a project management career. Candidates should exhibit excellent time management and problem-solving abilities, adaptability and a customer focused approach. Commercial acumen, resilience under pressure and integrity are critical to fostering a cohesive and dynamic work environment.Our Commitment to YouWe’re proud to be an equal opportunity, Disability Confident employer. At Ultima, we celebrate our differences and strive to build an environment where everyone feels respected, valued, and able to succeed.Not sure you meet every single requirement?People from underrepresented groups may be less likely to apply unless they meet every qualification. At Ultima, we’re committed to building a diverse and inclusive workplace, so even if your experience doesn’t align perfectly, we encourage you to apply. You might be exactly who we’re looking for.Apply now, or reach out to our Talent team if you have any questions. We’re always happy to chat about how we can make work, work for you.Seniority level

Seniority level Mid-Senior levelEmployment type

Employment type Full-timeJob function

Job function Information Technology and Project ManagementIndustries IT Services and IT ConsultingReferrals increase your chances of interviewing at Ultima by 2xSign in to set job alerts for “Resource Coordinator” roles.

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