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 and 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 (resources, time frames and budgets), coordinating project tasks (scheduling and risk management), and providing administrative support (maintaining current project documentation and handling financial queries).
• Support the Vice President and Sales Operations management team with daily administrative duties following company policies and procedures, travel administration and expense processing, accurate and professional written documents, project analysis and status reports, project finances, and resolving 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 reporting and analysis of associate recognition programs, tracking progression milestones for career development planning, and maintaining visibility of the team across brands.

Project Support

• Deliver project management throughout 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 and content management, SharePoint lists and document libraries. Ensure version control, metadata accuracy, and accessibility. Develop and manage SharePoint-based workflows and dashboards.
• Assist in developing and enhancing the M&S Newsletter in collaboration with the Director of Projects and Sales Advisory Board, ensuring timely and accurate distribution.
• Prepare detailed budgets and budget breakdowns for assigned projects, ensuring alignment with job costing and reporting systems per CGC/BOD budget or funding approvals.
• Conduct market research and provide analysis of project risks and opportunities.
• Prepare presentations for assigned projects or initiatives.
• Break projects into realistic actions and activities with set time frames; facilitate timely completion of deliverables.

• Maintain comprehensive and updated project records and documentation.
• Provide support for conference preparation (PowerPoint creation, proofreading, and research) and assist with presentation development and logistics coordination.
• Provide logistics coordination to ensure projects operate in tandem and do not negatively impact each other.
• Work with Sales Ops Leadership to issue all appropriate legal paperwork (e.g., contracts and terms of agreement).
• Coordinate project management activities, resources, equipment, and information.
• Help prepare detailed budgets and budget breakdowns for project managers; escalate concerns if budgets risk overruns per CGC/BOD budget or funding approvals.
• Assist with market research, analysis, and maintenance of a library of qualified consultants and vendors.
• Assist Sales Operations Leadership in reviewing and preparing change management records and administration that may occur on a project.
• Review invoicing for completeness and accuracy including coding.
• Assist with preparation of RFQs, RFPs, bids and comply with procurement policies and procedures.
• Prepare and review written documents (RFPs, contracts, daily logs, letters, memoranda, reports) including proofreading for accuracy and completeness.
• Responsible for overall project procurement management (internal and/or external parties or vendors) to ensure timely completion of assigned project(s).
• Ensure compliance with all executed contracts as required per project(s).
• Work with Sales Operations Leadership to remove blockers and monitor project progress; assist in resolving issues; document and track issues and resolutions.
• Coordinate timely completion of deliverables required to expedite specified tasks; assist with schedule management and project coordination (holding necessary meetings to keep project team on track).

• Develop and manage strong relationships with MVW internal key stakeholders and M&S Field Leaders.
• Provide cost and schedule information for Project Timeline Updates, Dashboards & Trends Reports, Development Status Reports, and summaries of Risks & Opportunities.
• Coordinate and attend Project kick-off meetings as required.
• Coordinate and participate in meetings to ensure message consistency and maintain efficient communication; document meeting…