PROJECT ADMINISTRATOR

JOB DESCRIPTION

Download the PDF Job Description and Job Specification

REPORTS TO: BID Manager

EDUCATIONAL REQUIREMENTS: Third level qualification preferably in a Business/ Marketing related discipline.

EXPERIENCE: At least 3 year’s office experience in a similar role.

KNOWLEDGE, SKILLS AND ABILITIES: Must be target driven and able to work independently, complete tasks without supervision and demonstrate independence with decision-making and problem solving in job related activities. Demonstrates flexibility to changing work environment or responsibilities and must be able to multi-task and meet challenging deadlines. Exhibits professional and ethical conduct at all times and is courteous with members, board members and members of the general public. Appropriately handles confidential information regarding member information. Must take initiative to set own schedule and office related goals. Maintains a safe working environment, provides instruction to members and other professionals and communicates effectively using written, verbal, computer and telephone communication.

SPECIAL TECHNICAL KNOWLEDGE
Essential: General computer skills, knowledge of word processing and Microsoft office, desktop publishing. database management and basic book-keeping.

Desirable: Experience in social media marketing and knowledge of an accountancy package an advantage.
General Description: This position will include significant elements of work in direct sales and marketing. event coordination and member services. The job holder will also have primary responsibility for daily office operations.

AREAS OF RESPONSIBILITY MEMBERSHIP DEVELOPMENT RESPONSIBILITIES:
Manage relationships with a mixed portfolio of BID member companies to ensure membership satisfaction.
Ensure continuous membership engagement via all communication channels and uptake of activities.
Ensure all member records are kept up to date.
Oversee membership programmes to achieve the business plan themes, ensuring that the BID continues to be a useful resource for the Newry Business Community.
Ensure membership benefits are delivered in a timely and professional manner.
Liaise with BID members on relevant business matters.
Maintain strict confidentiality of proprietary information regarding members.
Communicate with BID members regularly with up-to-date, relevant information on aspects affecting business.
Update online website directory and contact details via mailchimp.

PR & MARKETING RESPONSIBILITIES:
Promotion of Newry BID brand ‘Newry Perfectly Placed’ on all BID activities and events.
Ensures all communication mediums are updated on a daily basis to ensure current information and changes. To include updating BID website with new member details, news stories, forthcoming event announcements and photographs.
Gathers, collates and organises content for monthly newsletter.
Ensure regular postings on social media platforms.
Scanning and recording of key press releases in local newspapers.

EVENT MANAGEMENT RESPONSIBILITIES:
Assist the BID Manager to develop and execute an event and activity plan that encompasses proposed goals and project planning for BID members.
Develop budgets, work plans & reports for BID events, activities & programs.
Recommend new events & activities that will create added value for BID members and utilize the Bl D’s strengths & resources. Active participation and the delivery of all BID events & activities.
All aspects of event management, including planning. preparation, promoting. implementation and post event evaluation. Work in partnership with other organisations and key stakeholders to undertake mutually beneficial events and projects.

OFFICE OPERATIONS:
Deal with incoming/ outgoing post.
Answer telephone and caller enquiries, taking messages, directing callers and providing any appropriate information to answer queries where possible.
Operate and maintain operationally, a range of office equipment to include PCs, audio equipment, photocopy, scanner, telephones, voicemail etc.
Administers equipment maintenance contracts and serves as the “key operator” for standard office equipment.
Establishes filing system to include copies of incoming and outgoing correspondence.
Prepares correspondence as required and with approval of BID Manager.
Responsible for regular backing up of database system and zero accounting system.
Responsible for setting up and organising shared documents folder.
Preparation for BID meetings, including; arranging suitable dates, preparing agenda, recording of minutes, word-processing and distribution of minutes.
Organise meeting venues and catering for committee meetings.

ACCOUNTING/FINANCIAL RESPONSIBILITIES:
Credit control duties including follow up phone calls and re-issuing invoices upon request to BID Levy payers.
Pay account payables and ensures that copies of payments are filed.
Assists in the preparation of the annual budget and all associated event related income and expenditure.
Responsible for ensuring monthly bank reconciliations are completed. Other general duties to assist the BID as determined by the BID Manager or BID Board .