Smartsheet Coordinator at Alight Solutions LLC | The Muse (2024)

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 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.

Pay Transparency Statement: Alight considers a variety of factors in determining whether to extend an offer of employment and in setting the appropriate compensation level, including, but not limited to, a candidate's experience, education, certification/credentials, market data, internal equity, and geography. Alight makes these decisions on an individualized, non-discriminatory basis. Bonus and/or incentive eligibility are determined by role and level. Alight also offers a comprehensive benefits package; for specific details on our benefits package, please visit: https://bit.ly/Alight_Benefits

DISCLAIMER:

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job to other entities; including but not limited to subsidiaries, partners, or purchasers of Alight business units.
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