Project Coordinator

The Professional Services Project Coordinator will provide Project or Programme support by operating defined processes or procedures against a Rackspace standard. Provides comprehensive support cover for projects, including plan coordination, monitoring of project/programme risks, and updating of risk plan; documents change control, dependencies, filing, and control mechanisms including collation of information to enable project reporting. Responsible for adhering to company security policies and procedure as directed.

Role Responsibilities

• Records and organizes project updates and status reports: attends key project meetings and documents complete minutes and actions. Captures status updates. Compiles and updates the overall programme and/or project plan. Drafts and disseminates project communications.
• Escalates planning issues to PM’s and senior PM’s. Tracks and coordinates payment milestones, cost estimates and key deliverables. Attends project closure and lessons learned reviews, taking minutes and actions.
• Maintains all project documentation. Sets up central repositories and document sharing processes for project. Coordinates collection of data from all members of the project team, consolidating that data and providing summary/highlight reports for stakeholders. Takes appropriate security measures for documents and equipment. Establishes document control procedures. Sets up and maintains a library and registry of all contractual, baseline and project documentation. Stores project closure and benefits tracking documents on project portal.
• Adhere to the Change Control (CC) and Configuration Management process for the deliverables of the project against agreed plans.
• Creates and maintains the project risk and issues log: Supports the analysis of risks and maintains the Risk and Issues Log. Tracks issues until resolved. Escalates issues to PMs and Senior PMs.
• Coordinates collection of project budgets and actuals to update the project's financial records. Provides appropriate stakeholders with the up-to-date financial position and forecasts. Assists responsible Project Manager in the preparation of budgets and reports. Ensures budget documents comply with standards and are compliant for auditing and risk purposes.
• Extract key basic Rackspace responsibilities from SoW’s. Store key commercial and legal documents on secure project portal.
• Ensures documentation and deliverables are in line with Rackspace guidelines.
• Works effectively in a matrix management structure.
• Follows defined processes in project tracking.
• Follows processes and defined guidelines in maintaining project documentation. Understands security standards as applied to document type and applies accordingly.
• Maintains knowledge of key vendors and services provided for project utilization.
• Follows governance, change control, and configuration management processes. Escalates deviations to Project/Program Manager.
• Explains the governance process to key resources.

Job Requirements

• Experience in a similar coordinator role in a fast paced/dynamic environment.
• Basic knowledge of project management principles and processes preferred.
• Effective written and verbal communication skills, including reporting and speaking in groups.
• Well organized with effective time management skills.
• Strong attention to detail.
• Demonstrated experience effectively working as a team member contributing to a common goal.
• Ability to build relationships with new and existing staff members to ensure a smooth workflow.
• Ability to identify and appropriately escalate risks and issues.
• Good listener with ability to determine priority of tasks.
• Able to read and comprehend a Statement of Work (SoW) with basic understanding of commercial terms and how to turn the terms into actionable items through the project plan.
• Flexible and adaptable to fast-changing environments.
• Demonstrated initiative in providing excellent customer service.