Project Coordinator

Overland Park
Overland Park, KS
Regular Full Time
Post 1 months ago

Description:

The Project Management Office (PMO) is responsible for managing all projects—internal and for customers of Choice Solutions. The Project Management Office includes the PMO Director, a Project Manager, and a Project Coordinator. There is also a service arm of the PMO that interfaces with the Choice sales team, systems architects and engineers, and Choice’s customers to coordinate less structured, non-project break/fix and smaller engineering tasks. The PMO also works closely with internal departments and external customers to ensure proper scheduling, follow-up, and communication for all scoped efforts are completed efficiently, timely, and completely.

The Project Coordinator plays a critical role at Choice Solutions. This position is responsible for executing the tasks and communication to service our customers and for supporting our account managers and engineers to optimize work throughput toward maximizing service revenue. As a key function in professional services engagements, the Project Coordinator manages professional services engineers’ schedules—preventing conflicts and double-bookings, and ensuring enough time is allowed for internal/administrative tasks. This is a customer-focused (and facing), detail-oriented, and hands-on role. The Project Coordinator must handle and resolve customer issues and the resourcing of project tasks, often with decisiveness and speed. The ability to simultaneously manage a material number of concurrent tasks with the agility to fluidly shift focus between them is essential for this role.

The Project Coordinator will also support the project manager in setting up and closing out standard tools as projects are received and will be exposed and trained to support the PMO using best-practice project management methodologies and processes. The Project Coordinator will have weekly and monthly recurring duties to maintain the PMO system and provide regular reports to customers.

Responsibilities:

  • Coordinate, calendar, and follow up on the day-to-day activities of the professional services team
  • Collaborate with customers to arrange the staffing and execution of service tickets and project tasks
  • Actively engage and follow up with the Choice sales team, engineers, and customers to maintain service continuity and a customer service-focused experience for smaller hourly and break/fix engineering requests.
  • Support the PMO Director and Project Manager to ensure key SLA’s and milestones are met on projects and in other PMO operations
  • Schedule customer-facing meetings for projects via phone, email, and ConnectWise, Choice’s ticketing system
  • Communicate progress updates to customers and internal teams as required
  • Contribute to the ongoing development of the PMO by acting on an interest in continuous improvement, sharing knowledge, experience and expertise with other PMO team members, and offering ideas and solutions for the improvement of processes and procedures
  • Ensure all aspects of the department’s established procedures relevant to the Project Coordinator role are followed to deliver the Choice Experience
  • Become familiar with and maintain at least a high level of knowledge of Choice Solutions’ vendor product offerings and technologies used to solve customer business challenges by taking sales and some technical exams
  • Support PMO Director and Project Manager in coordinating project tasks and service tickets
  • Attend project and service delivery-related meetings as needed
  • Document processes and procedures related to the Project Coordinator role
  • Other duties as assigned

Requirements:

  • Professional work experience in a service delivery, project coordinator, administrative assistant, executive assistant, or related position within an information technology department or information technology company
  • Bachelor’s degree in a business-related field preferred
  • Excellent ability to track, prioritize and manage a significant number of simultaneous activities and milestones and prioritize tasks appropriately
  • Strong attention to detail
  • Excellent customer relations and service skills
  • Innate interest in delivering continuous improvements to PMO process
  • Proficient in Microsoft Office Suite toolset (Word, Excel, PowerPoint, Outlook)
  • Ability to understand and follow processes and help to improve them as necessary
  • Willingness to occasionally contribute outside of business hours during critical customer-down situations

Choice Solutions Expectations & Requirements:

  • Express a positive and confident, can-do attitude
  • Dependable, adaptable, flexible, and a team player
  • Personal dedication to ongoing training and development
  • Excellent organizational and problem-solving skills
  • Strong oral and written communication skills
  • Professional appearance, attitude, and communication
  • Timely delivery of required internal documents such as timesheets and expense reports
  • Maintain confidentiality in all aspects of client, staff, and agency information
  • Able to handle challenges and issues in a professional and supportive manner