Your candidacy is currently being considered for a requisition for an Alight Inc group company. As you may be aware, Alight has announced intent to divest its Payroll & Professional Services business to HIG Capital. After the transaction closes, this position will be aligned to the new Payroll & Professional Services owned by HIG Capital ('Divested Group'). By applying for this position which will be with the Divested Group company, you understand and agree to the information you submitted for your application with Alight being shared with the Divested Group company. In addition, if you are made an offer of employment, it will be contingent on your undergoing and successfully completing a background check consistent with the Divested Group company employment policies.
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The Role
Location based: Granada, Spain.
As part of our Global Project Operations Team supporting deployment of HR Information Systems to large and medium size organizations, the Project Coordinator's primary responsibility is assisting project managers (PMs) with day to day responsibilities of project oversight and administration. Likely tasks will include internal and external status reporting, managing tools access, meeting scheduling, maintaining plans, ensuring project financials including time recording as well as invoicing review and preparing project management materials for PMs to review, complete, and submit. At portfolio level, the Project Coordinator will support efficient portfolio operations by assisting in production of Management Information, supporting consistent use of methodology, helping to improve the PMO toolset and updating process guides/standard operating procedures.
Responsibilities
Assigned to multiple projects concurrently, supporting Project Management activities:
- Use methodology guidelines and templates to ensure projects consistently adhere to good governance and best practice
- During Project Setup:
- Manage creation and access to project tools, templates and document storage e.g. Smartsheet, MoveIt, SharePoint
- Setup and maintain project information within relevant tools, e.g. contact lists, org charts, project dates
- Support the PM in the smooth running of the project during its lifecycle:
- Follow up on project actions, risks, issues
- Support client and internal Alight status reporting
- Monitor time tracking and project financial position with regular updates to PM
- Support the PM in maintaining project plans and resource forecasts
- Support smooth operation of project financial processes such as monthly reporting, change requests and invoicing
- Support project team members use of project tools including Smartsheet, MoveIt, SharePoint
- On project completion, support the PM to close the project, archive project tools and documents
Depending on assignment:
- Support the PM in drafting project management deliverables such as Kick Off decks, Stage Sign-Offs, documentation of Lessons Learned
- Assist the PM in scheduling meetings and taking notes/actions
- Take responsibility for selected project activities related to resourcing, financial processes and forecasting
- Support the PM by monitoring testing defects (running reports and chasing actions)
Support the Project Practice
- Support improvements to PMO tools and templates
- Support training of team members on project management tools including, HR IT Projects e.g. Workday, SuccessFactors, Jira, SharePoint and future tools
- Support portfolio reporting, including month-end production of reporting pack
- Support lessons learned process
- Play an active role in continuous improvement of methodology guidance notes
- Provide administration support to the PMO/Portfolio Leads
- Provide cover for Project Coordinators in other locations
- Maintain Project Coordinator team standard operating procedures
- Support practice wide improvement initiatives
- May act as buddy to new Project Coordinators
- Support induction of new Project Managers
Requirements
Education
- Bachelor's degree or equivalent years of work experience
- Strong knowledge of MS Office Suite especially Excel (ideally basic knowledge of Smartsheet, MS Project, MS Visio or similar software and basic SharePoint administration skills)
- Basic understanding of Project Management governance, processes and tools - including planning, progress tracking, risk and issue management frameworks, change control frameworks, sign-off procedures
- Analytical skills, able work with project and financial such as time tracking information or forecasts vs actual reports
- Fluent English skills and ideally additional European language skills
Work Experience
- Experience working in a virtual team-oriented, collaborative, multinational environment
- Experience preparing reports, presentations and coordinating meeting logistics
- Excellent spoken and written communication skills
- Experience working in busy environments balancing multiple tasks
- Ideally previous PMO experience or exposure to project environment/ organizing and storing project information/ reviewing financial information (e.g. financial tracking and invoice processes)
Flexible Working
So that you can be your best at work and home, we consider flexible working arrangements wherever possible .
Benefits
We offer programs and plans for a healthy mind, body, wallet and life because it's important our benefits care for the whole person. Options include a variety of health coverage options, wellbeing and support programs, retirement, vacation and sick leave, maternity, paternity & adoption leave, continuing education and training as well as a number of voluntary benefit options .
We offer you a competitive total rewards package, continuing education & training, and tremendous potential with a growing worldwide organization.
Pay Transparency Statement: Alight considers a variety of factors in determining whether to extend an offer of employment and in setting the appropriate compensation level, including, but not limited to, a candidate's experience, education, certification/credentials, market data, internal equity, and geography. Alight makes these decisions on an individualized, non-discriminatory basis. Bonus and/or incentive eligibility are determined by role and level. Alight also offers a comprehensive benefits package; for specific details on our benefits package, please visit: https://bit.ly/Alight_Benefits
DISCLAIMER:
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job to other entities; including but not limited to subsidiaries, partners, or purchasers of Alight business units.
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