Smartsheet Coordinator

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, SharePointSetup 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, issuesSupport client and internal Alight status reportingMonitor time tracking and project financial position with regular updates to PMSupport the PM in maintaining project plans and resource forecastsSupport 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 Alight 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

Work Experience
 

ESSENTIAL

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)

We offer you a competitive total rewards package, continuing education & training, and tremendous potential with a growing worldwide organization.
 

---