Planning Coordinator

Planning Coordinator

The Planning Coordinator is responsible for organizing, directing, and executing planning activities and inputting and maintaining all activities in Smartsheet portal. The coordinator works closely with all Business Units, revenue departments and cross functional departments to align timelines and requirements daily. A main focus will be a close working relationship with Project Managers who are the governors of adherence to timelines whilst the planner will focus on keeping the timelines in Smartsheet up to date.

Essential Functions

• Input of new scientific timelines and resource numbers into the Smartsheet according to technical proposals and cost workbooks
• To support the day-to-day operation of Smartsheet which include setting up/disabling User Accounts, changing User Access rights, logging and resolving user queries, capacity and headcount updates
• Entry of current financial business data from Salesforce into Smartsheet
• Administer and manage the daily resource requests and communicate a live operations schedule covering multiple concurrent projects to meet the client milestones
• Perform timeline updates on all requests and ensure appropriate reasons for changes are recorded
• Be able to check and audit any project data inputted into Smartsheet and rectify any issue seen quickly or escalate to the Senior Director to investigate
• Work with Project Management and internal departments to identify and resolve resource conflicts when they arise
• Help maintain templates in Smartsheet
• Effective communication globally to assist in ensuring all project information is entered and kept updated in the Smartsheet
• Generation and provision of key management reports upon request to include assisting with the development of report templates, dashboards and key KPIs
• Looking for further efficiencies utilizing the data generated within the software or utilizing any other software at our disposal

Supervisory Responsibilities:

• None

Education and Experience

• Scientific Background, degree not essential, but desirable
• Smartsheet experience preferred
• Experience in planning or resourcing a plus

Knowledge, Skills, and Abilities

• Good use of Microsoft Excel
• Good attention to detail and accuracy
• Good communications skills, both verbal and written
• Ability to prioritize tasks
• Logical, analytical approach to work
• A critical thinker, able to set direction within the context of the larger picture and sift through minutia.
• Strong interpersonal skills to work effectively with both external and internal customers.
• Excellent written and oral communication skills with demonstrated effectiveness at all organizational levels.

Travel Requirements

• None - only to office

Physical Demands and Work Environment The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, there may be certain physical demands required for the position such as sitting for long periods of time at a desk and long screen time. Other duties, responsibilities, and activities may change at any time with or without notice. Limitations and Disclaimer The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.