Project Coordinator (Professional Services)

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Job Description Summary:

We are looking for a detail-oriented and proactive Project Coordinator to join our Professional Services PMO team. In this role, you will be a key player in assisting our project managers with ensuring that our projects are well-organized, efficiently executed, and that they meet both our internal standards and customer expectations. You will collaborate closely with project managers and various departments to maintain consistency in project administration, reporting, and communication. Your ability to manage multiple tasks, provide critical updates, and support both the project team and management will be essential to driving success.

Key Responsibilities

• Template Management: Develop and maintain project plan templates, assisting project managers with migrating projects from old templates when necessary.
• Package Expirations: Assist project managers in managing package expirations by gathering input and justifications.
• Over Budget Requests: Support project managers in handling over-budget requests by collecting necessary information and justifications.
• Hour Adjustments: Administer the process of correcting hours in OpenAir when they are logged incorrectly.

Project Support and Coordination:

• Administrative Project Closure: Complete the administrative steps necessary to close projects across multiple platforms, including Trello, OpenAir, Salesforce, and Smartsheet.
• Dashboard Summaries: Update dashboards from Smartsheet to Salesforce to keep stakeholders informed of project progress.
• Scheduling and Coordination: Schedule and coordinate meetings with customers, especially across multiple time zones or for repetitive training sessions.
• Reporting to Management: Assist in gathering and distilling key project data for management reports, reducing the time consumed by repetitive update meetings. Provide high-level summaries of project forecasts, risks, and bookings to streamline communication.
• Technical Updates: Gather internal technical updates from engineers and other team members to maintain up-to-date project documentation.

Customer and Internal Coordination:

• Initiation Calls: Set up internal initiation calls for new projects to ensure all relevant stakeholders are aligned from the start.
• Kick-Off Meetings: Coordinate with customers to organize kickoff meetings and ensure all invitations are sent and meetings are scheduled promptly. Help the project managers build the kickoff presentation.
• Project Closure Tasks: Open Trello cards for standard project closure tasks, ensuring all steps are followed through efficiently.
• Ad-Hoc Project Management: Manage small ad-hoc projects as assigned, ensuring they are completed on time and within budget.

Skills & Qualifications:

• Strong organizational and time management skills with the ability to handle multiple tasks simultaneously.
• Experience with project management tools such as Smartsheet, Salesforce, Trello, and OpenAir.
• Excellent written and verbal communication skills.
• Ability to work effectively with cross-functional teams, including project managers, engineers, and senior management.
• Attention to detail and proactive problem-solving skills.
• Ability to work in a fast-paced environment, managing tasks and deadlines effectively.
• Able to communicate verbally and in written format in English

Preferred Qualifications:

• Familiarity with project management methodologies (PMBOK, Agile, etc.).
• Previous experience in a project coordinator role or similar administrative position.
• Ability to gather technical updates from teams and communicate them clearly to both technical and non-technical stakeholders.
• Able to communicate verbally and in written format in German.

This role is ideal for someone looking to gain deeper exposure to project management while providing essential support across multiple functions. Join our dynamic team and help ensure our projects run smoothly and efficiently.

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What Rocket Software can offer you in Vilnius:

• Health Insurance: Choose from 3 great options!

• Generous Time Off: Enjoy 25 days of annual leave, plus Juneteenth as an extra day off for everyone.

• Rocket enhanced parental leave benefit.

• Easy Sick Days: Get 6 days of fully paid sick leave without needing a medical certificate.

• Employee Assistance Program – Digital Courses & Meditations, Certified Personal Coaching & Personal Therapy sessions.

• Workcation Policy: Enjoy the flexibility to work from a vacation spot, combining work and leisure.

• Choose your own hybrid/remote work model

Annual salary range for this position is between €28,937.44 - €53,740.96 gross before taxes.

Salary range applies only to candidates in Lithuania

Salary offer for the candidate is determined based on the predefined salary ranges for the position and depends on the level of competence and experience of the candidate.

Rocket Software Inc. is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Rocket Software Inc. is also committed to compliance with all fair employment practices regarding citizenship and immigration status.

Rocket is committed to working with and providing reasonable accommodation to individuals with physical and mental disabilities.  If you need special assistance or an accommodation while seeking employment, please call: 781-577-4321 or send an email to people@rocketsoftware.com.  We will make a determination on your request for reasonable accommodation on a case-by-case basis.

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If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

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