The Project Coordinator is responsible for providing administrative and project management support for TEKsystems Global Services (TGS) engagements in a support function aligned to both the Flexible Capacity and Practice Delivery Teams in a shared, collaborative partnership to achieve overall Delivery and Operational Excellence. The role works in a dynamic environment performing time sensitive administrative tasks and partners with team members across multiple active projects to meet deliverables, timelines, and objectives.
Success in this role requires a detail and results oriented individual who takes pride in accomplishing assignments and supporting several different tasks simultaneously in a fast-paced environment. The selected individual must demonstrate situational adaptability, a positive attitude, and the desire to partner with team members while working on multiple projects.
Key Accountabilities:
Engagement Set-Up
1. Attends internal Kick-Off Meeting – Delivery, Solutions, Sales, FSG, OSG, CBP, FinOps
2. Upon receipt of an Engagement Initiation Request form from Delivery:
1. Creates the GDP shell and provides Delivery with GDP ID
2. Creates the SharePoint shell for Account with a default library structure and standardised meta tags and lists and updates GDP record with SharePoint site URL
3. Sends Delivery Project Start Notification (GDP, SharePoint)
3. Submits PCN to add internal Delivery Team to PSID
4. Manages required VMS activities (user set up, management & troubleshooting)
Engagement Close Out
1. Completes VMS closeout tasks
2. Upon receipt of SharePoint archive request, archives engagement Site
Resource Management
1. Timesheets
1. Tracks missing time and produces Missing Time Reporting
2. Tracks unapproved time and produces Unapproved Time Reporting
2. Utilisation
1. Delivery Pool maintenance
2. Manages utilisation process by tracking and updating Delivery Team member allocation for engagements
Account Management
1. Works with Delivery on weekly validation of project data; unapproved time & expenses, Project start & end dates, project hours, project expenses
2. Attends monthly internal Financial Status Meeting with Delivery, OSG, and FSG for status reporting & analysis (cost, revenue, GP)
3. Produces Rate Card savings reporting
4. Manages Delivery Portfolio tracking
5. Produces Customer Financial reporting with data provided by OSG
6. Creation of SoW Extensions & Change Requests
7. Compliance monitoring – escalate responses to Customer requests, audits for Accounts in Compliance Programme
8. Escalate contractual or scope changes (PCR) needs to Solutions
9. Partner with cross-functional teams to troubleshoot and resolve Delivery project administrative issues (OSG, FSG, CBP, FinOps)
Requisite Abilities and/or Skills
1. Excellent oral, written, interpersonal, and cross-cultural communication skills
2. Results oriented with focus on achieving overall business objectives
3. Reliable with deadlines and follow up
4. Familiarity with project management life cycle
5. Proficiency in MS Office Suite (Word, PowerPoint, Excel)
6. Highly effective time and project coordination skills
7. Ability to organize, prioritise, coordinate, and implement tasks whilst working on multiple projects
8. Effective problem-solving skills
9. Customer focused
10. Self-motivated and independent
11. Continual improvement focused; can identify and implement business process changes
12. Can lead project resources and be a strong individual contributor directly involved in completing project deliverables
Basic Qualifications and Experience
1. Experience supporting projects and/or project coordination
2. Experience working with cross-functional Teams
Additional Requirements per role
1. Proven experience in an IT environment
2. General understanding of IT environments and able to demonstrate initiative in challenging project situations to provide continual improvement throughout the delivery of services
3. Support of Delivery team members as requested with FMLC activities
Other Requirements
1. Customer First Mindset
2. This role may require minimal travel
3. Other duties as requested
Behavioral Competencies and Responsibilities
Collaborates
1. Partners with OSG and FSG Team for purchase orders and invoice tracking.
2. Works closely with Delivery to provide a smooth Onboarding process for new Consultants
3. Participates in monthly financial review meetings with Delivery, OSG and FSG
Communicates Effectively
1. Takes detailed notes to ensure all interaction with internal stakeholders is captured accurately
2. Asks key questions to get to the root of a process challenge, takes ownership of the issue and drives for results, with other cross – functional partners, until fully resolved
3. Accurately completes all relevant data within the systems/trackers used
Instills Trust
1. Develops and maintains trust with Delivery and other internal partners by acting on feedback and ensuring engagement success.
2. Initiates internal relationships by understanding one another’s roles and how to lean on each other for success.
Action Orientated
1. Identifies risks, such as repeated missed timecard submission or approvals, and partners with Delivery to resolve the issue
2. Implements root cause analysis to investigate issues with processes which impact the Customer, Customer facing reporting, project/resource set-up and extensions, Customer pricing and SoWs
3. Involves necessary partners promptly when an issue requires escalation
Ensures Accountability
1. Seeks relevant internal feedback on service provided to partner functions and acts to identify areas of improvement
2. Takes ownership of self-development by utilising resources such as Degreed training, partnering with leadership for additional growth opportunities, researching additional training to broaden knowledge such as PMI, Prince2 and Safe Agile certifications
3. Holds self accountable for meeting internal functional partner needs
Manages Ambiguity
1. Pivots when the needs of a project change, PCR and WO
2. Juggles the needs of multiple Delivery Partners and adjusts the operating rhythm and tactical approach accordingly
3. Proactively determines responsibilities on introduction calls and can create contingency plans when things are unclear to keep the project moving
Plans & Aligns
1. Prioritises tasks based on urgency
2. Deadline conscious when creating an operating rhythm to include completion of all necessary tasks like updating budget trackers, approving timecards, submitting finish sheets, and Peoplesoft timecard upload when required.
3. Supports Delivery personnel with Consultant Onboarding and confirms all forms are completed in a timely manner (PCN, WO, etc.)
Customer Focus
1. Educates self on Customer requirements within the SoW to ensure project completion, contract compliance and Customer satisfaction
2. Uses weekly validation reports and auditing (GDP, Peoplesoft Tableau)
3. Reports, project specific budget burndowns, etc. to track project performance metrics to guarantee the engagement is at a healthy GP and revenue based on what was solutioned
4. Participates in tasks aligned with operational optimisation of engagement, including but not limited to approving timecards and monitoring/auditing processed payroll which directly affects Customer invoicing
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