Project Coordinator

SmartPA

JOB DESCRIPTION At SmartPA, we don't just provide support - we transform it.  Our Mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we're the engine behind smarter, more efficient operations. With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world.   If you're ready to challenge the status quo and create meaningful impact, we want to hear from you! KEY RESPONSIBILITIES AND SKILLS The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic, client-facing department, you'll be the heartbeat of our business - delivering high-impact, tailored support to clients daily.  In the role Business Support Executive, you'll play a pivotal role in providing bespoke solutions for our clients. You'll tackle real challenges, establish meaningful relationships and make tangible difference to client success.  Here's what your day-to-day will look like: Collaborate & Innovate  * Work within our agile pod structure, supporting a range of stakeholders with varied operational tasks and deadlines * Contribute fresh, creative ideas to optimise processes, streamline workflows and enhance service delivery * Partner with your team to ensure seamless, high-quality service and exceed client expectations across diverse accounts Manage Key Tasks with Excellence * Complete tasks such as diary management, scheduling and handling email correspondence with precision and professionalism, keeping everything on track for your client * Prepare, format and edit documents to meet the highest standards, ensuring consistency and quality in every deliverable * Perform accurate data entry and reporting, ensuring all insights are actionable and timely Support Business Growth * Identify inefficiencies, proactively recommended improvements, and assist in process changes, updates and new best practice * Assist in streamlining, automating repetitive tasks and embedding these improvements across client operations  Build Relationships * Act as a trusted partner to your client, anticipating needs and consistently exceeding expectations  * Represent SmartPA's values with authenticity, serving as a positive brand ambassador in every interaction * Collaborate across teams to ensure consistent quality and excellence in all deliverables, and to provide cover and support within the pod structure  Stay Adaptable * Approach new challenges with a solution-driven mindset, thriving in a fast-paced, ever-changing environment EXPERIENCE We're looking for someone who: * Thrives in a dynamic, entrepreneurial environment where no two days are the same * Is passionate about redefining what it means to deliver world-class PA and admin support * Can manage their own time and workload effectively, delivering results with confidence  * Brings enthusiasm, creativity, and positivity to their work  * Enjoys contributing ideas to improve processes and drive business growth  Your experience is key, but your attitude is what sets you apart Essential: * Proficiency in MS Office (especially Outlook, Word, Excel) * Proven ability to meet tight deadlines and juggle competing priorities  * Experience in project delivery and administrative tasks Desirable: * Familiarity with CRM platforms and booking systems  * Background in office management, account management or, similar * Experience in diary management, document formatting and data handling entry WORK REMOTELY Yes SALARY R 200,000 - 450,000 SCHEDULE Monday - Friday, 9am - 5.30pm (UK hours) JOB TYPE Full time, 37.5 hours per week Permanent WHAT'S IN IT FOR YOU? At SmartPA, we believe in rewarding talent and supporting your growth: * Competitive salaries  * Yearly bonuses: based on company, department and individual performance * Flexitime initiative: work when you're most productive (core hours 10am - 4.30pm) * 33 day annual leave * Department incentives  * Employee Assistance Programme

SmartPA

JOB DESCRIPTION At SmartPA, we don't just provide support - we transform it. Our Mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we're the engine behind smarter, more efficient operations. With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world. If you're ready to challenge the status quo and create meaningful impact, we want to hear from you! What You'll Do  The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic, client-facing department, you'll be the heartbeat of our business - delivering high-impact, tailored support to clients daily. In the role of Business Support Executive, you’ll provide dedicated, tailored support to a single client, working closely with them to understand their priorities and challenges. You’ll build a strong, trusted relationship, deliver bespoke solutions, and play a key role in driving their day-to-day success and long-term outcomes. Here's what your day-to-day will look like: Operational Delivery * Managing the end-to-end delivery of business assignments, ensuring accuracy, timeliness, and high-quality standards. * Prioritising and organising your workload to meet deadlines across multiple tasks and workstreams. * Tracking progress against SLAs and KPIs, using project tracking tools to monitor deliverables and performance. * Maintaining accurate documentation and ensuring governance and quality assurance standards are consistently met. * Using systems, digital tools, and automation solutions to work efficiently and effectively. Stakeholder Management & Communication * Providing regular updates to team leaders and key stakeholders on progress, risks, and outcomes. * Attending stakeholder meetings to align on priorities, resolve issues, and share progress. * Supporting issue resolution and contributing to maintaining high quality and service standards. Continuous Improvement & Innovation * Identifying opportunities to improve processes and reduce non–value-added activity. * Supporting continuous improvement initiatives to enhance efficiency and performance. * Contributing ideas and insight on automation and digital solutions to drive operational excellence. SKILLS We're looking for someone who: * Thrives in a dynamic, entrepreneurial environment where no two days are the same * Is passionate about redefining what it means to deliver world-class PA and admin support * Can manage their own time and workload effectively, delivering results with confidence * Brings enthusiasm, creativity, and positivity to their work * Enjoys contributing ideas to improve processes and drive business growth Your experience is key, but your attitude is what sets you apart Essential: * Proven experience in business operations, administration, or client service delivery. * Excellent organisational and multitasking skills, with the ability to manage competing priorities. * Strong communication and stakeholder management abilities. * High attention to detail and commitment to quality. * Proactive, solution-focused mindset. * Intermediate technical proficiency, including systems navigation, data entry, and digital tools. * Strong technical proficiency, including GSuite, systems navigation, data entry, and digital tools. Desirable: * Experience in process improvement or continuous improvement initiatives. * Familiarity with automation platforms or digital workflow tools. * Background in client account management, office management, or similar service-led roles. WORK REMOTELY Yes SALARY R 200,000 - R 400,000 per year SCHEDULE Full time, 37.5 hours per week Permanent positions Monday - Friday Your working hours will be 2:00pm to 10:30pm (UK time), aligned to cover the 9:00am to 5:30pm (EST) business day. Time currently 4:00pm to 12:30am (SAST). Fully remote work WHAT'S IN IT FOR YOU? At SmartPA, we believe in rewarding talent and supporting your growth: * Competitive salaries * Yearly bonuses: based on company, department and individual performance * Flexitime initiative: work when you're most productive (core hours 10am - 4.30pm) * 33 day annual leave * Department incentives * Employee Assistance Programme

SmartPA

JOB DESCRIPTION This role is dedicated to one of our key client accounts - a global tech leader - offering the opportunity to work within a fast-paced, high-performing international environment.   Working within SmartPA’s client-facing Centre of Excellence (COE), you’ll be part of the dynamic driving force behind our business, where strategy comes to life to deliver high-impact, tailored support every day.  This is an assignment-based position focused on delivering structured business support tasks, managing workflows, and contributing to operational performance.   Alongside core administration, you will have a multi-disciplinary remit spanning data management, governance, and visual reporting. Because this role supports a global operation, your working hours will be aligned to cover the EST business day, working closely with international stakeholders.   You will play a key part in day-to-day service delivery while ensuring information is accurate, compliant, visually engaging, and accessible to stakeholders.  This role suits a highly organised, systems-confident professional who combines analytical thinking and attention to detail with a natural aptitude for data governance and digital reporting. KEY RESPONSIBILITIES AND SKILLS  Core Business Support & Workflow Delivery  * Working within a small team, collaborating on the end-to-end delivery of business assignments. * Prioritising and organising workload across multiple tasks and workstreams. * Tracking progress against SLAs and KPIs using digital tools. * Maintaining accurate documentation and ensuring quality standards are met. * Using systems, platforms, and digital tools to deliver work efficiently. * Collaborating with team members to ensure consistent, high-quality output. Data Operations   * Managing the lifecycle of complex, unstructured research datasets while ensuring data integrity, compliance, and quality standardisation. * Processing, cleaning, and validating raw data using spreadsheets and digital tools. * Designing, building, and maintaining interactive dashboards, reports, and internal knowledge bases (i.e. Google Workspace, Microsites and Notebook LM). * Translating raw data into clear, visually compelling, and actionable insights. * Acting as a guardian for brand and narrative consistency by ensuring all reports, dashboards, and content updates align with brand guidelines and visual standards. * Supporting the development and maintenance of communication assets, reporting templates, and data definitions. * Developing and documenting standardised processes, standards, and best practices for the content and data lifecycle. Stakeholder Communication  * Providing updates to stakeholders on project progress, outputs, and dashboard findings. * Working with stakeholders to understand reporting needs, communication requirements, and KPIs. * Communicating complex ideas and technical data concepts clearly to both technical and non-technical audiences. * Supporting issue resolution, service quality, and continuous improvement initiatives. SKILLS We hire for attitude as much as experience. A growth mindset and strong sense of accountability go a long way.  Essential  * Proven experience in administration, business operations, data entry, content management, or operational support roles. * Spreadsheet skills (e.g., Excel or Google Sheets), including functions, data validation, and pivot tables. * Expert proficiency in at least one major data visualisation tool (e.g., Tableau, Power BI, or Looker Studio). * A demonstrable ability to showcase high-quality dashboards or reports during the interview stage that showcase analytical clarity and visual standards. * Excellent written and verbal communication skills with the ability to simplify complex information. * Confidence working with multiple systems, software, and platforms in a tech-enabled environment. Desirable  While not essential, the following would be advantageous:  * Strong understanding of relational databases and experience querying data using SQL. * Experience working with CMS or CRM platforms. * Experience with advanced dashboard functionality like calculated fields, complex filters, and parameters. * Familiarity with data governance, version control, or structured documentation best practices. * Experience working in a fast-paced, KPI/SLA-driven environment. * Relevant qualification, formal training, or certification in Data Science, Statistics, Communications, or a related field. We value transferable skills and diverse experience, so if your background doesn’t align perfectly but you can demonstrate strong organisational capability and professionalism, we still encourage you to apply. EXPERIENCE You will thrive in this role if you:  * Have experience in administrative, operational, or service delivery roles. * Are comfortable and experienced working an afternoon/evening shift pattern to support international time zones. * Are highly organised and comfortable managing multiple workstreams simultaneously under tight deadlines. * Enjoy working with data and turning complex information into clear, structured, and user-friendly formats. * Have a keen eye for formatting consistency and strong attention to detail. * Are passionate about making data accessible and understandable to non-technical users. * Understand that a beautiful dashboard or report is only as good as its underlying data integrity. WORK REMOTELY Yes SCHEDULE Hours: 37.5 hours per week, Monday–Friday  * UK:14:00–22:30 GMT/BST * South Africa:16:00–00:30 SAST * Shift Alignment: Aligned to cover the 09:00–17:30 EST business day, where key client contact is based. * Please note:a later shift pattern can be accommodated if preferred, but we are unable to support an earlier start time for this role. JOB TYPE Full-time, permanent WHAT'S IN IT FOR YOU? We’re ambitious about where we’re going and we’re looking for people who want to grow with us.  * Competitive salary  * 33 days holiday  * Fully remote * Ongoing development and career opportunities  * Department incentives  * Employee Assistance Programme * A genuinely positive, people-first culture  HOW TO APPLY Step 1: Please send us a copy of your CV and a cover letter that outlines how your experience maps to the three core areas of this position: business support, data operations, and stakeholder communication. Step 2: We ask that you commit to completing a short AI interview which will last no longer than 5 minutes. Step 3: If successful you'll get an opportunity to meet our team for an online interview. Please note that we may ask you to prepare a short task ahead of the interview.