Job Summary: The Professional Services Project Coordinator supports the setup, coordination, and execution of a portfolio of client-focused and internal projects within the HRIS (Human Resources Information System) technology field. Reporting to and assisting the PMO Director, this role involves essential coordination activities to support project setup, stakeholder communication, documentation, and ongoing compliance. The Project Coordinator will help maintain consistency and quality across the project portfolio, ensuring that each project aligns with HCM Unlocked standards and operational objectives.

Key Responsibilities | Essential Job Functions:

• Portfolio Support and Coordination: Assist the PMO Director in managing project setup and tracking activities across the project portfolio, including resource allocation, scheduling, and standardizing project frameworks to ensure alignment with HCM Unlocked standards.
• Smartsheet Administration: Act as the Smartsheet administrator for the PMO, managing user permissions, updating templates, configuring project dashboards, troubleshooting issues, and ensuring Smartsheet tools are optimized for project needs and compliance.
• Project Setup and Systems Management: Oversee initial setup activities, including creating SharePoint folders, managing internal and client access, and establishing Smartsheet toolsets for each project, ensuring compliance with documentation and access protocols.
• Administrative Tasks: Handle project-related administrative duties, such as scheduling meetings, preparing agendas, and following up on action items.
• Quality Assurance Support: Work with the PMO Director to monitor portfolio QA tasks and ensure QA activities are applied consistently across all stages of the project lifecycle.
• SOP and Documentation Maintenance: Regularly update and maintain portfolio-related SOPs to reflect process and compliance standards change, supporting continuous improvement initiatives within the PMO.

Example Duties:

• Set up and organize SharePoint folders for each project, managing internal and client access to project documentation.
• Configure Smartsheet toolsets for new projects, tailoring templates and settings to ensure consistency and ease of use.
• Coordinate with project stakeholders to communicate project objectives, share key documentation, and manage any access requirements or permissions.
• Track project progress across the portfolio, helping the PMO Director ensure all projects remain aligned with resource schedules, budgets, and timelines.
• Conduct periodic project audits to verify compliance with internal processes and regulatory standards, flagging any issues for corrective action.
• Prepare portfolio-level reports and summaries for senior leadership, highlighting key performance metrics, risks, and opportunities.
• Update and maintain SOPs, accurately reflecting current processes, project structures, and compliance requirements.

Additional Responsibilities and Requirements

• Act as a central support point for project-related inquiries across the portfolio, providing a consistent and structured approach to client and internal team interactions.
• Foster strong working relationships with internal and external stakeholders, supporting effective collaboration across project teams.
• Stay informed on best practices for project setup, compliance, and portfolio management, applying new learnings to improve project efficiencies.

Qualifications, Education, and Experience:

• Bachelor’s degree in business, Project Management, Communications, or a related field.
• 3+ years of experience in project coordination or a related support role, preferably in professional services or consulting.
• Experience with Smartsheet, including setup and basic administration; a solid understanding of Smartsheet capabilities is preferred.
• Familiarity with HRIS platforms (e.g., Paycor, Paylocity, ADP, Workday, UKG).
• Demonstrated ability to manage setup and compliance tasks across a portfolio of projects, ensuring accuracy and quality.
• Strong organizational skills with meticulous attention to detail.
• Effective communicator with the ability to manage multiple responsibilities in a fast-paced environment.
• Understanding project management methodologies (e.g., Agile, Waterfall) and familiarity with SOP maintenance and audit processes.

Working Conditions

In this fully remote position, employees will work in a home office environment with secure access to systems handling sensitive and personally identifiable information (PII). Adherence to strict confidentiality protocols and data privacy regulations is required. The role demands a quiet, professional workspace free from distractions to maintain focus and ensure data security. Access to high-speed internet, as well as secure equipment and software, is necessary for compliance with company and legal standards. Regular virtual meetings and collaboration with team members are expected, with camera usage during meetings being imperative to maintain engagement and clear communication.

Cognitive and Physical Demands

• Daily/majority of the day: sitting, computer work, screen time, keyboarding, typing, wrist flexing/extension and other repetitive movements
• Daily/consistent: Use of professional judgement in alignment with HCM Unlocked values and policies, ability to communicate effectively verbally and written, translate high level instructions into an executable process flow, and to complete medium to large projects with minimal assistance and supervision.
• Frequently: Learning new software applications and recalling important processes
• Occasionally: kneeling, standing, reaching, twisting, grasping, and lifting (up to 20 pounds).

Our commitment to an inclusive workplace:

HCM Unlocked is an Equal Opportunity Employer and committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business.

We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Accommodation is available for applicants with disabilities.

HCM Unlocked participates in the E-Verify Employment Verification Program.