Position Overview:
This position requires excellent communication, organizational and interpersonal skills to collaborate with clients/internal teams and to coordinate and track project activities, opportunities, and risks. The Project Coordinator will work closely with our VP of Global Services to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries.
The Project Coordinator will frequently communicate and work alongside our Programming and Product Specialist teams. A high level of technical aptitude is required to consistently reanalyze and improve Trax strategies and processes.
Travel, domestically and internationally, is required.
Key Responsibilities
· Responsible for seeing the Implementation Project through to its ultimate and successful completion, ensuring successful and timely delivery of all deliverables and successful and timely completion of all tasks
· Communicate frequently with the VP of Global Services to ensure that the appropriate Company personnel and resources are available or reserved as required for the overall success of the Implementation Project;
· Act as the point of contact and communicate the project status to relevant stakeholders. Communicates timeline changes and new information to project team.
· Communicate clearly with the customer to identify and define project requirements, scope, objectives and priorities
· Ensure that the new customer’s requests, issues and questions are addressed, completed on time, and with acceptable quality;
· Acts as a catalyst to resolve project problems and conflicts, obtaining the assistance whenever necessary of the management to resolve issues.
· Apply lessons learned and recommendations from prior participation on other Company implementation projects;
· Immediately relay to the VP of Global Services any potential pitfalls or detrimental decisions by the new customer that impact (or might impact) the success or timeline of the Implementation Project; and
· Adhere to budget by monitoring expenses and implementing cost-saving measures
· Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored.
Software Configuration and Set Up with Customer:
· Define and implement system trans codes, configuration switches, settings, etc.
· Work with the new customer to manage the status of data migrated into the Company and assist on its validation. When the data is migrated into the Company, the Project Coordinator shall show the new customer the appropriate places in the application where the new customer needs to validate the converted data. To this end, the Project Coordinator needs to communicate and/or follow up with the Company on any migrated data issues and changes reported by the new customer;
· Propose, mentor, coordinate and manage the full software training of the administrator (“Administrator”) assigned by the new customer, including, without limitation, training the Administrator on managing security access, software configuration, WebLog & Release Management, and how to submit change requests for the software
· Coordinate and conduct the training of the super users assigned by the new customer
· Ensure that training assessments are accomplished to gauge the effectiveness of the training delivered
· Provide support and recommendations only in the training requirements of end users
· Assist and provide recommendations to the new customer on process documentation and ensure that the process documentation follows the functionality of the software (Customer is responsible for writing process documentation)
· Assist and support the new customer in integration, user acceptance testing, and familiarization and advanced super user training
· Manage, fix and apply software modifications and software issues, and train the Administrator to log in requests, issues and questions via the WebLog Management System
· Notify the new customer when software upgrades are available for necessary modifications and bug fixes
· Inform the new customer of the status of software modifications, software issues and new features that may affect their process documentation
· Assist and provide recommendations to the new customer on program interfaces, including, assisting the new customer in the development of specifications for the creation of required interfaces
· Provide overall support of the new customer’s questions, issues and requests regarding the application
· Be available to attend or meet with the new customer’s project management team including steering committee, super user group, or other identified body managing and monitoring the progress of the Implementation Project on behalf of the new customer
· Assist during system cutover and go live implementation up to but not limited to supporting end users.
Qualification Requirements:
· Proven work experience as a Project Coordinator or similar role
· An ability to prepare and interpret flowcharts, schedules and step-by-step action plans
· Exceptional technical skills required to learn our software
· Solid organizational skills, including multitasking and time-management
· Strong client-facing and teamwork skills
· Familiarity with risk management and quality assurance control
· Documentation management and ability to use project management tools
Educational Requirements
Bachelors in Business Management or related discipline with at least 2-3 years’ experience, or, at least 5 years equivalent experience is required
