Project Coordinator - Fixed Term Contract

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
• Attends internal Kick-Off Meeting – Delivery, Solutions, Sales, FSG ,OSG, CBP, FinOps
• Upon receipt of an Engagement Initiation Request form from Delivery:
o creates the GDP shell and provides Delivery with GDP ID
o 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
o Sends Delivery Project Start Notification (GDP, SharePoint)
• Submits PCN to add internal Delivery Team to PSID
• Manages required VMS activities (user set up, management & troubleshooting)
Engagement Close Out
• Completes VMS closeout tasks
• Upon receipt of SharePoint archive request, archives engagement Site
Resource Management
• Timesheets
o Tracks missing time and produce Missing Time Reporting
o Tracks unapproved time and produce Unapproved Time Reporting
• Utilisation
o Delivery Pool maintenance
o Manages utilisation process by tracking and updating Delivery Team member allocation for engagements
Account Management
• Works with Delivery on weekly validation of project data; unapproved time & expenses, Project start & end dates, project hours, project expenses
• Attends monthly internal Financial Status Meeting with Delivery, OSG, and FSG for status reporting & analysis (cost, revenue, GP)
• Produces Rate Card savings reporting
• Manages Delivery Portfolio tracking
• Produces Customer Financial reporting with data provided by OSG
• Creation of SoW Extensions & Change Requests
• Compliance monitoring – escalate responses to Customer requests, audits for Accounts in Compliance Programme
• Escalate contractual or scope changes (PCR) needs to Solutions
• Partner with cross-functional teams to troubleshoot and resolve Delivery project administrative issues (OSG, FSG, CBP, FinOps)
Requisite Abilities and/or Skills
• Excellent oral, written, interpersonal, and cross-cultural communication skills
• Results oriented with focus on achieving overall business objectives
• Reliable with deadlines and follow up
• Familiarity with project management life cycle
• Proficiency in MS Office Suite (Word, PowerPoint, Excel)
• Highly effective time and project coordination skills
• Ability to organize, prioritise, coordinate, and implement tasks whilst working on multiple projects
• Effective problem-solving skills
• Customer focused
• Self-motivated and independent
• Continual improvement focused; can identify and implement business process changes
• Can lead project resources and be a strong individual contributor directly involved in completing project deliverables
Basic Qualifications and Experience
• Experience supporting projects and/or project coordination
• Experience working with cross-functional Teams
Additional Requirements per role
• Proven experience in an IT environment
• General understanding of IT environments and able to demonstrate initiative in challenging project situations to provide continual improvement throughout the delivery of services
• Support of Delivery team members as requested with FMLC activities
Other Requirements
• Customer First Mindset
• This role may require minimal travel
• Other duties as requested
Behavioral Competencies and Responsibilities
Collaborates
• Partners with OSG and FSG Team for purchase orders and invoice tracking.

• Works closely with Delivery to provide a smooth Onboarding process for new Consultants
• Participates in monthly financial review meetings with Delivery, OSG and FSG
Communicates Effectively
• Takes detailed notes to ensure all interaction with internal stakeholders is captured accurately
• 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
• Accurately completes all relevant data within the systems/trackers used
Instills Trust
• Develops and maintains trust with Delivery and other internal partners by acting on feedback and ensuring engagement success.

• Initiates internal relationships by understanding one another's roles and how to lean on each other for success.

Action Orientated
• Identifies risks, such as repeated missed timecard submission or approvals, and partners with Delivery to resolve the issue
• 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
• Involves necessary partners promptly when an issue requires escalation
Ensures Accountability
• Seeks relevant internal feedback on service provided to partner functions and acts to identify areas of improvement
• 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
• Holds self accountable for meeting internal functional partner needs
Manages Ambiguity
• Pivots when the needs of a project change, PCR and WO
• Juggles the needs of multiple Delivery Partners and adjusts the operating rhythm and tactical approach accordingly
• Proactively determines responsibilities on introduction calls and can create contingency plans when things are unclear to keep the project moving
Plans & Aligns
• Prioritises tasks based on urgency
• 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.

• Supports Delivery personnel with Consultant Onboarding and confirms all forms are completed in a timely manner (PCN, WO, etc.)

Customer Focus
• Educates self on Customer requirements within the SoW to ensure project completion, contract compliance and Customer satisfaction
• Uses weekly validation reports and auditing (GDP, Peoplesoft Tableau)
• 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
• 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