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Location

Gaithersburg, MD | United States

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Job description

Autoscribe Corporation is comprised of over 50+ employees operating in one of our three locations (Gaithersburg, MD, Fort Lauderdale and Jacksonville FL, our headquarters office). Our team supports the needs of thousands of customers to process over $2 billion in transactions annually. We offer a full portfolio of Company benefits in addition to top of the line internal applications to aid our staff in developing their; skills, ability to collaborate real time, and in maximizing their time and output. We are seeking a skilled Project Coordinator who can help create efficiencies and drive team performance through organized coordination of projects!

Step into the dynamic world of the payments industry as our company’s Project Coordinator, where the heartbeat of our company's success lies in the hands of you! This vital role stands at the crossroads of administrative mastery and project orchestration, seamlessly bridging various departments to ensure the flawless execution of projects from inception to completion. With a keen eye for detail and a commitment to excellence, the Project Coordinator ensures that every phase of a project's life cycle not only meets but exceeds standards—delivered on time, within budget, and without the slightest hint of surprise. Acting as the central hub of communication, both internally and externally, this role meticulously oversees the prioritization of documentation, guaranteeing nothing is left to chance. Charged with coordinating activities and marshaling resources for projects that are often intricate and span multiple departments, the Project Coordinator embodies the pinnacle of organization, exceptional communication skills, and unparalleled project management acumen. 

We offer competitive total rewards , a hybrid work, and a collaborative team environment. If what you see matches your skillset, experience and interest, we want to talk with you!

As the Project Coordinator, you will be accountable for:

• Project Planning and Execution : Assist in the development of project plans, schedules, and workflows. Coordinate and monitor project tasks, timelines, and milestones from initiation to delivery. 

• Team Coordination : Assume the role of the point of contact for the members of the project team. Facilitate meetings of the team and ensure that all members of the project team get copies of the minutes. 

• Resource Management : Coordinate the allocation of resources, including personnel, equipment, and materials, as needed to ensure projects progress. 

• Communication : Maintain comprehensive project documentation, plans, and reports. Ensure information is communicated clearly and consistently to team members and stakeholders. 

• Problem-Solving: Identify and address potential project challenges and risks. Propose and implement solutions to mitigate project risks. 

• Budget and Cost Tracking: Assist in the creation of a budget and the monitoring of project expenditures in order to guarantee that the project will not exceed the financial restrictions. 

• Conflict Resolution: Mediate disagreements and find solutions to conflicts inside the team or with stakeholders is an essential skill for conflict resolution. 

• Stakeholder Engagement: Liaise with stakeholders to gather and communicate project requirements, timelines, objectives, and progress. 

• Change Control: Manage change requests that impact project baselines  

Essential Functions

• Develop project timelines in collaboration with Operations, Product Engineering, Sales, and Information Technology. Responsible for ensuring projects are completed on time.
• Create meeting agendas in advance of project meetings as well as coordinate attendees and their contributions/deliverables for each meeting. 
• Coordinate project activity to ensure scope, timelines, deliverables, budgets, and quality are meeting, and/or exceeding expectations.
• Create meeting agendas in advance of project meetings as well as coordinate attendees and their contributions/deliverables for each meeting.
• Manage multiple small to medium projects and project teams simultaneously.
• Work with stakeholders to create or collect and organize project documentation.
• Collaboratively plans resource utilization and capacity planning as well as related technology tools.
• Effectively communicate project planning, status and completion to all stakeholders.
• Assist departments with administrative project support.
• Complete post-project reviews and identify any setbacks from the project plan to project completion.
• Understand project timelines and report accurately on pipeline and closure forecasts to the leadership team.
• Coordinate and schedule subcontractors and/or vendors.

Position Type and Work Schedule

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. This position could require occasional extended hours and weekend work.

Travel

This position is a hybrid position, working 1-2 days in-office in Gaithersburg, MD. Occasional travel outside of the local area with overnight stay may be required.

Education and Experience

• Bachelor's Degree in Project Management, Business, or similar field. Equivalent experience with certification considered.
• Minimum two years in a Project Coordinator or Project Management role.
• Experience working within a SaaS environment desired. Experience working within the credit card, financial or banking industry a major plus, but not required.
• Experience with project coordinating or management transitioning platforms to the cloud and/or hosting applications to the cloud high desired.
• Two years of proven experience serving in a capacity with cross-functional teams implementing multiple strategic and complex projects.
• Two years experience supporting the full cycle of projects, including documentation specification and post-project analysis desired.
• Technical experience with QA, UAT, Software Development, Data Analysis, and/or related fields a plus.
• Exceptional written and oral communication skills.
• Ability to work well in a team environment.
• Strong attention to detail.
• Ability to location, track, organize and summarize information.
• Excellent troubleshooting skills.
• Ability to build relationships and ask questions that elicit responses and engage others in discussion.

Desired Software Knowledge 

• Advanced Project Management Tools: Proficiency in advanced tools like Microsoft Project, Oracle Primavera, SAP Project System, Monday or Smartsheet. 

• Collaboration Tools: Experience with collaboration and team management tools such as Slack, Microsoft Teams, or Asana. 

• Document Management: Familiarity with document management systems like SharePoint or Confluence. 

• Time Tracking and Resource Management: Skills in using time tracking and resource management software like Toggl, Jira, or Smartsheet. 

• Budget Management Tools: Experience with budgeting and financial software such as QuickBooks or FreshBooks or Dynamics 365 Business Central. 

• Reporting and Analytics: Proficiency in reporting tools such as Tableau or Microsoft Power BI for data analysis and presentation. 

• Customer Relationship Management (CRM) Software: Knowledge of CRM systems like Salesforce or HubSpot. 

• Agile Project Management Tools : Advanced or real-world working experience with Agile-specific tools like JIRA Agile, VersionOne, or Rally. 

• Cloud-Based Platforms: Familiarity with cloud services like Google Cloud, AWS, or Microsoft Azure for project collaboration and data storage. 

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