Job Summary
As part of our Global Project Operations Team supporting deployment of HR Information Systems to large and medium size organizations, the Project Coordinator’s primary responsibility is assisting project managers (PMs) with day to day responsibilities of project oversight and administration. Likely tasks will include internal and external status reporting, managing tools access, meeting scheduling, maintaining plans, ensuring project financials including time recording as well as invoicing review and preparing project management materials for PMs to review, complete, and submit. At portfolio level, the Project Coordinator will support efficient portfolio operations by assisting in production of Management Information, supporting consistent use of methodology, helping to improve the PMO toolset and updating process guides/standard operating procedures.
Key Responsibilities
Assigned to multiple projects concurrently, supporting Project Management activities
Use methodology guidelines and templates to ensure projects consistently adhere to good governance and best practice
During Project Setup:
Manage creation and access to project tools, templates and document storage e.g. Smartsheet, MoveIt, SharePoint
Setup and maintain project information within relevant tools, e.g. contact lists, org charts, project dates
Support the PM in the smooth running of the project during its lifecycle:
Follow up on project actions, risks, issues
Support client and internal Alight status reporting
Monitor time tracking and project financial position with regular updates to PM
Support the PM in maintaining project plans and resource forecasts
Support smooth operation of project financial processes such as monthly reporting, change requests and invoicing
Support project team members use of project tools including Smartsheet, MoveIt, SharePoint
On project completion, support the PM to close the project, archive project tools and documents
Depending On Assignment:
Support the PM in drafting project management deliverables such as Kick Off decks, Stage Sign-Offs, documentation of Lessons Learned
Assist the PM in scheduling meetings and taking notes/actions
Take responsibility for selected project activities related to resourcing, financial processes and forecasting
Support the PM by monitoring testing defects (running reports and chasing actions)
Support the Strada Project Practice
Support improvements to PMO tools and templates
Support training of team members on project management tools including, HR IT Projects e.g. Workday, SuccessFactors, Jira, SharePoint and future tools
Support portfolio reporting, including month-end production of reporting pack
Support lessons learned process
Play an active role in continuous improvement of methodology guidance notes
Provide administration support to the PMO/Portfolio Leads
Provide cover for Project Coordinators in other locations
Maintain Project Coordinator team standard operating procedures
Support practice wide improvement initiatives
May act as buddy to new Project Coordinators
Knowledge, Skills, Abilities, And Experience
Knowledge, Education, Certification, Skills & Technical Proficiencies
Essential
Bachelor’s degree or equivalent years of work experience
Strong knowledge of MS Office Suite especially Excel
Basic understanding of Project Management governance, processes and tools – including planning, progress tracking, risk and issue management frameworks, change control frameworks, sign-off procedures
Analytical skills, able work with project and financial such as time tracking information or forecasts vs actual reports
Fluent English skills (C1 at minimum if not a native speaker)
PREFERRED (but Not Essential)
Basic knowledge of Smartsheet, MS Project, MS Visio or similar software
Basic SharePoint administration skills
Essential
Work Experience
Experience working in a virtual team-oriented, collaborative, multinational environment
Experience preparing reports, presentations and coordinating meeting logistics
Excellent spoken and written communication skills
Experience working in busy environments balancing multiple tasks
PREFERRED (but Not Essential)
Previous PMO experience or exposure to project environment
Experience in organizing and storing project information
Experience reviewing financial information (e.g. financial tracking and invoice processes)