Job Title: Associate Project Coordinator
Location: Montreal Canada
About RWS: RWS Holdings plc is the world’s leading provider of technology-enabled language, content management and intellectual property services. We help our customers to connect with and bring new ideas to people globally by communicating business critical content at scale and enabling the protection and realization of their innovations.
Our vision is to help organizations interact effectively with people anywhere in the world by solving their language, content and market access challenges through our collective global intelligence, deep expertise and smart technology.
Customers include 90 of the globe’s top 100 brands, the top 10 pharmaceutical companies and 18 of the top 20 patent filers worldwide. Our client base spans Europe, Asia Pacific, and North and South America across the technology, pharmaceutical, medical, legal, chemical, automotive, government and telecommunications sectors, which we serve from offices across five continents.
Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).
About the Role:
Under the direct supervision of a Project Manager, Senior Project Manager or Program Manager, the Associate Project Coordinator is a key member of a project team, working closely with the team leader, Technical Services, and Quality Assurance. The Associate Project Coordinator is responsible for successful execution of standard quotes and projects while simultaneously managing the work of one or more client accounts to ensure client satisfaction, establish consistent high-quality on-time deliverables as well as assisting in identifying and growing the account’s potential based on predefined objectives. As assigned by the supervisor, the role will communicate with clients related to day to day items such as clarification of work to be performed, update project status, and provide timelines for delivery. The Associate Project Manager will actively participate in meetings to discuss open and emerging business issues for assigned accounts and make recommendations for improvements. They may assist the Project Manager/Senior Project Manager in providing guidance to junior level team members and the completion of special projects.
Support team with regards to client requirements, needs and requests such as asset management, reporting and meetings
Act as backup client contact when team members are absent
Contribute to presentations educating clients about particular projects, project types or about RWS Life Sciences in general
Assist in managing client assets
Participate in the client Post-Mortem process
Manage client relationships and provide regular status reports on project
Maintain positive client perceptions
Ensure client satisfaction by proactively seeking and offering solutions
Address day to day client queries and concerns with guidance from immediate supervisor. Escalate to immediate supervisor client issues related to more complex or general account items
Respond to client requests in a timely manner
Identify, communicate, and manage production risks as appropriate to eliminate potential pitfalls or obstacles
Engage in quotation preparation
Launch and coordinate standard projects which includes functions such as negotiating budgets, scheduling, resource allocation and work assignments.
Perform housekeeping duties which include project closures, Translation Memory updates and folder structure maintenance
Produce reports and develop internal Post-Mortems to help improve processes and reduce risk
Ensure strict adherence to deadlines, budgets and the completion of high-quality deliverables
Follow up on purchase orders, approve invoices and escalate payment issues where necessary
Assist in or lead the creation of custom workflows and project instructions
Approve Project Plans (including vendor purchase orders) for specified accounts prior to project launch
Collaborate in the CAPA process with cross-functional teams
Collaborate with the Vendor Relations team to negotiate competitive rates
Create and send POs to external resources
Ensure project resources have the necessary tools and information to accomplish tasks
Alert resources of schedule or scope changes
Provide feedback to Vendor Relations on external resource performance
Support Global Account team to improve overall budget, efficiency and quality
Gather information to forecast upcoming work on various accounts and alert the team as necessary
Assist with account-related meetings and presentations
Support execution of approved account opportunities and their implementation
Support team members as necessary to perform and complete daily project tasks
Make recommendations for process improvements to have a positive impact on profitability and/or quality
Mentor Project Coordinators and other junior staff as needed.
Collaborate with the Human Resources team to hire new team members where necessary
Provide feedback regarding performance of junior staff as requested.
Knowledge, Skills and Abilities
Ability to provide leadership for employees and provide appropriate guidance when needed.
Ability to communicate with, train and lead employees through changes in procedures, client’s requirements, and other production processing issues.
Strong organizational skills in a fast-paced, deadline-driven environment
Ability to prioritize and coordinate competing work demands and maintain composure under pressure.
Fluent communication skills of written and verbal English
Ability to report work orally and in writing as required.
Ability to understand, apply and use personal computers and software applications (e.g.
Microsoft Word, Excel, PowerPoint, Adobe Acrobat, CAT Tools, Office 365/Skype, CRM/AURORA/other production software).
A team player who can collaborate effectively with a diverse group of individuals.
Ability to establish and maintain cooperative working relationships with others contacted in the course of business.
Ability to maintain confidentiality of information regarding company financial and other information.
Ability to resolve customer service and production issues in a professional and efficient manner.
Quality focus and detail oriented
Any combination of education and experience providing the required skills and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
Four-year college degree or equivalent in Business, English, Foreign Language, Social or Applied Sciences, or other related field.
One to three years of hands-on experience coordinating projects within the localization or translation industry
Demonstrated successful customer service/account management experience, generally a minimum of one year
Computing skills, including experience with TRADOS or other translation management tools (CAT, or Computer Aided Translation tools) and publishing applications (e.g.,
FrameMaker, InDesign, etc.)
Demonstrated successful leadership or mentoring experience preferred.
Verbal and written fluency in at least one foreign language a plus.
Life at RWS - We work hard together to deliver for our customers; our expertise, professionalism and determination to never let others down drives us to be passionate and serious about what we do, deliver customer value, yet always adding a human touch
As a company focused on connecting people through language, diversity and inclusion are fundamental to our company culture. RWS is an Equal Opportunities Employer and we are committed in ensuring that all employees work in an environment free from all forms of harassment and discrimination and one that actively promotes teamwork, diversity and trust. All employees have a right to be treated with respect and dignity. RWS operate in a manner for the inclusion of all - any form of discrimination is expressly prohibited. Employees are selected and promoted on merit alone and no other factors whether race, gender, age, religion, marital status, gender identity or disability are taken into consideration.
We are proud to work in a company where all can succeed and grow their career and while RWS operates in accordance with all local employment laws, if local law enables any form of discrimination this is against RWS company policy and we will adhere to the highest standard.
RWS is an Affirmative Action Employer. Qualified applicants will be evaluated for employment without regard to race, color, religion, sex, national origin, veteran, and disability status. For more information about EEO/AAP legislation please visit: https://www.dol.gov/sites/dolgov/files/ofccp/regs/compliance/posters/pdf/eeopost.pdf
Recruitment Agencies: RWS Group PLC does not accept agency resumes. Please do not forward any unsolicited resumes to any RWS employees. Any unsolicited resume received will be treated as the property of RWS and Terms & Conditions associated with the use of such resume will be considered null and void.