Project Coordinator - Merlin Magic Making North America

A job with Merlin isn’t like a job anywhere else. With attractions around the world, from rollercoasters to wax figures, we don’t trade in suits, handshakes or briefcases. We trade in fun. In smiles, shrieks and spine-tingles. In Memories. In magic. But there are no tricks behind our magic. Instead, there are people like you. Passionate, dedicated people who are committed to making sure our... worldwide attractions and guests’ experiences are the best they can be. Due to continuing growth and development of Merlin’s Midway attractions and brands on a global scale, we are looking for a Project Coordinator to join our Project Delivery team. Key Objectives Provide comprehensive support to the Project Delivery team for all projects. This includes setting up Purchase Orders, onboarding new suppliers, tracking supplier payments, drafting contracts, preparing and distributing board paper information, database management, reporting, budget tracking, calendar management, and preparing presentations. Main Responsibilities Financial • Supplier Onboarding: Ensure new suppliers follow the correct procedures for efficient setup within the Finance System. • Expense Management: Collate and process expense claims for all Project Directors, ensuring timely submission. • Travel Budget Management: Oversee the North American Project Delivery Team's travel budget, arranging efficient and cost-effective travel in line with company policy. • Agenda Preparation: Arrange travel and prepare agendas for the Project Director following corporate processes. • Cost Management Assistance: Support project managers and finance business partners in tracking project costs, change orders, and ensuring contractor/vendor compliance. • Insurance Compliance: Ensure contractors/vendors have up-to-date insurance and lien releases where applicable. • Bid Analysis Support: Assist in assembling detailed bid analyses for establishing contract values and billing documentation. Operations • Project Coordination: Assist the North American Project Delivery team with day-to-day project coordination, including reviewing schedules, delegating tasks, and managing project activities under the direction of a Project Manager/Project Director throughout the project lifecycle. • Business Review Preparation: Lead the preparation for regional business reviews, including liaising with executive assistants to schedule meetings, preparing agendas, and documenting meeting minutes and action items. • Project Status Reporting: Assist project managers with the preparation and review of regional project health status reports. • Project Handover Management: Lead the handover of projects to the operating teams, including initiating, controlling, and managing the process. • Documentation Management: Support the regional project delivery team in collecting, filing, and managing project documentation, ensuring the project TEAMS folders are updated. • Meeting Support: Assist in writing agendas, taking minutes, and distributing them for meetings. • Calendar and Presentation Management: Provide calendar management and create presentations for the Project Director. • Contract Management: Ensure all project contracts, payment schedules, and contract synopses are executed using DocuSign and filed/stored appropriately. • Contract Preparation: Support the team in compiling contract exhibits and circulating Capital Appropriation Forms to stakeholders. • Order Preparation: Prepare Call Off Orders/Minor Works Contracts and issue them to vendors for approval. • System Administration: Act as the local administrator and team support for COUPA & CONCUR. • Board Paper Distribution: Prepare and distribute monthly USA Development & Executive Board paper information. • Information Sourcing: Gather information to enable the Director to address any arising issues authoritatively. • Confidentiality Management: Handle sensitive information and documentation with discretion. Marketing • Presentation Development: Create accurate and visually appealing presentations as requested, ensuring deadlines and quality standards are met. Development • Change Management: Act as a Change Champion to improve purchase order adoption and ensure consistency and quality within MMM. • Skill Development: Proactively seek to improve skills and knowledge of project development operations to deliver continuously improving service. • Due Diligence: Conduct thorough due diligence on specialty contractors and consultants. • Service Improvement: Collaborate with Project Managers and Finance Business Partners to enhance project coordination and management processes. People • Front Line Service: Provide front line service to all internal and external contacts of the Project Group/MMM. • Executive Support: Provide executive support for the Project Director and manage office administration systems. • Query Management: Efficiently handle telephone queries, emails, and provide team assistance. • Response Efficiency: Quickly and efficiently respond to all MMM team and management requests. • Communication Maintenance: Maintain regular communication lines with all MMM team members and office support. • Relationship Building: Develop and maintain relationships with internal and external stakeholders. Qualifications & Experience Skills, Experience & Qualifications • Educational/Professional Background: An associate's degree or experience in Engineering or Construction Management is preferred. Experience in the Theme Park and Health Care industries is advantageous. • Document Interpretation: Ability to read and interpret blueprints, operating and procedural manuals, and safety documents. • Proactive Coordination: Experienced Coordinator capable of working independently in a busy environment. • Finance/Budget Expertise: Strong background in finance and budget management is desired. • Systems Proficiency: Proficient in Microsoft Office, including Excel, Outlook, Word, and PowerPoint (MS Project is a plus). • Organizational Skills: Excellent at prioritizing, time management, record-keeping, follow-ups, and multitasking. • Deadline Management: Ability to meet tight deadlines, manage conflicting priorities, multitask effectively, and work well under pressure in a fast-paced, changing environment. • Interpersonal Skills: Strong written and verbal communication skills with a good command of the English language. • Information Processing: Ability to handle sensitive and complex material, analyze and filter information into a presentable and logical format. • Board Papers & Presentations: Skilled in preparing board papers and presentation materials for conferences and meetings. Health & Safety Requirements Employees are responsible for ensuring their own safety, as well as the safety of colleagues and guests (where appropriate), in accordance with Group Policy (HS001) and legal requirements. This includes: • Safe Working Procedures: Following safe working procedures for all activities undertaken. • Tool and Equipment Use: Only using tools and equipment for which they have received proper training. • Incident Reporting: Reporting any incidents to their line manager and cooperating with any subsequent investigations as appropriate. Benefits Your Adventure Awaits! 🌟🌍 At Merlin Entertainments North America, we believe in not just rewarding your work but enhancing your journey with an exhilarating array of benefits that go beyond the ordinary. Get ready for a ride of a lifetime as we unveil the extraordinary perks waiting for you! 💰 Competitive Salary 🚀 Your Benefits Odyssey Begins Here: • Brace yourself for a salary that not only recognizes your talents but propels you to new heights. 🏝️ Generous PTO • Time off is your passport to recharge. Enjoy a generous PTO policy to explore, relax, and rejuvenate. 👩⚕️ Affordable Health Plans • Dive into the comfort of affordable medical, vision, and dental plans that prioritize your well-being. 🌍 Global Access Pass • Picture this – free entry to all Merlin attractions worldwide! Your golden ticket extends to family and friends, unlocking a world of wonder. 🛡️ Secure Your Future • Safeguard your legacy with company-paid life insurance – because we care about your peace of mind. 🤝 401(k) Matching Plan • Your financial goals are important. Benefit from our 401(k) matching plan to help you build a secure future. 🌐 Continued Growth • Joining Merlin isn't just a job; it's a thrilling expedition. Expect continuous growth in an exciting, global organization that values your journey. Everyone Matters at Merlin. At Merlin we welcome the world to our magical attractions and resorts every day and we want to reflect that same multicultural mix inside our business too. We strive to create an inclusive and diverse workplace where people can be themselves, have the same opportunities and thrive together. Because at Merlin, everyone matters! Together, we work to create a workplace where everyone feels valued, no matter their age, race, gender, disability or sexual orientation. Although we understand that we'll always be learning and growing, we aim to be the most inclusive and flexible employer in our industry. Pay Range Compensation between USD $55,000.00/Yr.-USD $60,000.00/Yr