Project Executive

Promo Veritas
Closing date
11 Jun 2022

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Technology & New Media
Contract Type
Full Time
We are currently looking for a Project Executive to join our busy team in Pinner, North London!

You will provide a responsive and crucial function in the implementation of consumer promotions from researching and purchasing prizes, to handling data, selecting and contacting winners, and despatching their prizes.

You will also administer multiple allocated projects concurrently with faultless attention to detail, to ensure effective and efficient implementation of consumer promotions for our clients. To work alongside Project Managers to support them in delivering additional tasks for more complicated projects.

Salary: £22,000 - £24,000 per annum

Hours: 9am to 5:30pm Monday to Friday

Project Executive Duties:
  • Identify project tasks and diarise without prompting
  • Organise daily workload to ensure tasks are completed on time
  • Carry out agreed tasks, chasing clients and suppliers to meet dates and rescheduling as needed
  • Proficient in all aspects of administration i.e. CFS, IFS, Paprika
  • Handle incoming phone calls from clients and winners
  • Communicate with client contacts via email, both inbound and outbound, proactively and reactively
  • Handle project issues / problems through investigating and identifying possible causes. Apply remedial actions as agreed by Project Manager
  • Occasional attendance at client conference calls and meetings with Project Manager
  • Undertake different types of prize draw from supplied data
  • Undertake moderation and assessment of competition judging with minimal supervision.
  • Draft / amend winner communication phone scripts and email message templates, tailoring existing resources for Project Manager approval
  • Contact and reply to winners by phone, text and email
  • Record all contact and process steps with winners via project specific winner tracking documentation / spreadsheets / databases
  • Monitor promotional email accounts and content management systems, record data and issue replies per agreed time targets
  • Populate project data reports and keep our business system up to date
  • Research prize options (features, timescales and costs) by phone and online
  • Create draft purchase orders accurately and on time
  • Make prize purchases
  • Prepare prizes for despatch including enclosures, wrapping and postage
  • Supply winner data to fulfilment suppliers
  • Undertake occasional on site auditor duties for example, at printing and production sites around the country, or occasionally overseas
  • Complete timesheets in real time and use client proposals to ensure scope of work is understood and adhered to
  • Actively commit to self-development
  • Utilise all learning resources available e.g. internet
  • Maintain a good working knowledge of business systems and ongoing updates
  • Attend internal and external training / learning and completes exercises / applies knowledge
  • Demonstrate passion for the promotional industry
  • Take direction, accept critique, seek clarity and provide input
  • Proactively support team members as required by changing workload demands
  • Share skills and knowledge with colleagues within and across teams
  • Contribute own experience and ideas
  • Demonstrate the ability to juggle projects without error
  • Ensure faultless attention to detail at all times

Project Executive Requirements:
  • Minimum 1 year full time experience in a client servicing, sales or project support role
  • Minimum A Level education, ideally degree level candidate
  • Clear, understandable speaking voice. Native English standard language.
  • Accurate spelling and grammar. Clear, understandable written communication skills.
  • Can use MS Word, Excel, Outlook and PowerPoint with good keyboard skills
  • Good organisation and time management skills
  • Able to remain focussed on completing responsibilities despite distractions, pressures or changes
  • Customer / client focused
  • Good attention to detail - provides and accurate and consistent information
  • Team player
  • Self-motivated
  • Commercial - awareness of costs

  • Willingness to undertake minimal independent remote / home out of hours work to complete time sensitive work
  • Driver with full UK Licence
  • Advanced Microsoft excel skills e.g. ability to handle conditional formatting and basic functions
  • Formal Project management qualification (or working towards) e.g. Prince 2
  • Software Coding and programming

About the Company:

At PromoVeritas we shape and implement prize promotions for major brands such as Cadbury, Kellogg's, American Express and Pepsi. We are a team of 30+ legal, marketing, project management, data and logistics experts who manage everything from giving solid legal advice on implementing promotions worldwide, to selecting winners of prize draws, to judging entries for competitions or creating 'Willy Wonka' style instant win packs, to contacting winners and arranging their prizes - all with an emphasis on compliance, knowledge and consumer care. There is huge amount of variety, a strong team ethos and the joy of seeing your work

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