Project Specialist, Sales Operations

Job Summary

Reporting to the Vice President of Sales Operations, the Project Specialist (“Specialist”) will:

• Support a wide range of strategic and operational initiatives by:
  • managing Sales projects as assigned
  • ensuring that project timelines and deliverables are met.
• Support M&S internal communications including newsletter creation and event logistics.
• Provide flexible support to Sales Operations and Project Managers on a project-specific basis.  Key responsibilities extend to all aspects of the Sales Operations process including:
  • preparing comprehensive action plans, including resources, timeframes and budgets for projects,
  • coordinating project tasks including scheduling and risk management,
  • administrative support, including maintaining current comprehensive set of project documentation and handling financial queries.
• Support the Vice President and Sales Operations management team with:
  • daily administrative duties following all company policies and procedures, including travel administration and expense processing,
  • accurate and professional written documents,
  • project analysis and status reports, including the maintenance of project documents,
  • project finances and handles financial queries and resolves job cost and project expense discrepancies,
  • contribute to employee engagement by facilitating M&S onboarding programs, including coordinating first day welcome, and photo record management.
• Support the global Marketing & Sales department by:
  • maintaining the M&S SharePoint content and workflows
  • assisting with the reporting and analysis of associate recognition programs
  • tracking progression milestones in support of career development planning
  • maintaining visibility of the team across brands.

Expected Contributions

Project Support

• Responsible for delivering project management throughout the assigned projects as required.
• Coordinate and track project timelines, deliverables, and follow-ups. Perform manual data entry, formatting, and document organization. Draft and edit internal communications, reports, and presentations.
• Assist in SharePoint & Content Management, SharePoint lists and document libraries. Ensure version control, metadata accuracy, and accessibility. Develop and manage SharePoint-based workflows and dashboards.
• Assist in the development and continual enhancements of the M&S Newsletter through collaboration with the Director of Projects and Sales Advisory Board, ensuring distribution in a timely and accurate manner.
• Helps prepare detailed budgets and budget breakdowns for assigned projects, ensuring that budgets are within job costing and reporting systems based on CGC/BOD budget or funding approvals.
• Conduct market research, provides analysis of project risks and opportunities.
• Prepare presentations for assigned projects or initiatives.
• Breaks projects into realistic and achievable actions and detailed activities with set timeframes.
• Facilitates the timely completion of deliverables required to expedite specified tasks.

Sales Operations Team Support

• Maintains comprehensive and updated project records and documentation.
• Provide support for conference preparation, including PowerPoint creation, proofreading, and research. Assist with presentation development and logistics coordination.
• Provides logistics coordination to ensure that all projects are working in tandem and do not negatively impact each other.
• Works closely with Sales Ops Leadership to issue all appropriate legal paperwork (e.g. contracts and terms of agreement).
• Coordinates project management activities, resources, equipment, and information.
• Help prepare detailed budgets and budget breakdowns for project managers.  Escalate any concerns if budgets are at risk for staying within job costing and reporting systems based on CGC/BOD budget or funding approvals.
• Assists with market research, analysis and maintenance of the library of qualified consultants and vendors. 
• Assists Sales Operations Leadership in the review and preparation of all change management records and administration that may occur on a project.