Role: IT Project Coordinator - Oracle Cloud Implementation
Duration: 6+ Months Contract (Expected to extend)
Location: Nashville, TN (100% Remote)
Key Skills:
- Project Coordination
- Meeting Coordination & Documentation
- Project Tracking & Reporting
- Stakeholder & Vendor Coordination
- Project Documentation Management
- Invoice & Financial Tracking
- Smartsheet, Jira, Microsoft Project
The Situation
Approximately eight months post go-live on a major Oracle Cloud implementation covering HCM, ERP, Payroll, Pension, and related modules across a workforce of approximately 26,000 employees. The system is in active stabilization with a significant volume of open issues, vendor coordination, steering committee governance, and cross-departmental workstreams all running simultaneously. We need an organized, detail-oriented Project Coordinator who can provide reliable administrative and operational support to the Oracle Cloud Project Manager and the broader program team. This is a coordination and execution role — the person who makes sure nothing falls through the cracks.
What You Will Do
- Meeting Coordination and Documentation
- Schedule and coordinate meetings across internal teams, vendor partners, and steering committee members.
- Prepare meeting agendas in advance and distribute materials to participants.
- Capture meeting minutes, decisions, and action items in real time.
- Distribute notes and action items to attendees promptly following each meeting.
- Track action item status and follow up with owners to ensure nothing is missed.
- Project Artifact Management
- Maintain and update project documentation including trackers, logs, status reports, and schedules.
- Ensure project artifacts are current, organized, and accessible to the team.
- Support the PM in maintaining the consolidated issue and work order inventory.
- Assist with preparing materials for steering committee meetings and leadership updates.
- Financial Tracking and Invoice Support
- Support tracking of contract financials including hours consumed, budget utilization, and vendor billing against allocations.
- Assist in reviewing vendor invoices for completeness, accuracy, and alignment with contract terms.
- Flag discrepancies or questions for PM and leadership review.
- Maintain financial tracking logs and assist in preparing summary reports.
- General Program Support
- Coordinate logistics for internal and vendor-facing meetings including room bookings, virtual meeting setup, and participant communications.
- Assist the PM in tracking deliverables, milestones, and deadlines across workstreams.
- Support onboarding of new team members or vendors by preparing orientation materials and coordinating access.
- Handle general administrative needs that support smooth program operations.
What We Need
- Required
- Strong organizational skills and attention to detail — this role lives and dies by follow-through.
- Experience supporting project teams in a coordination or administrative capacity.
- Comfortable managing multiple workstreams and priorities simultaneously without losing track of details.
- Proficient with productivity tools — Microsoft Office, Teams, SharePoint, and similar platforms.
- Clear, professional written and verbal communication skills.
- Ability to take initiative and work independently once direction is given.
- Beneficial but Not Required
- Experience supporting enterprise software or ERP implementations.
- Familiarity with project coordination tools such as Smartsheet, Jira, or similar.
- Public sector or government experience.
- Experience reviewing vendor invoices or tracking contract financials.
What to Expect
- This is a fast-moving environment with a high volume of activity across multiple departments and vendor partners.
- The right candidate is someone who thrives on keeping things organized and takes pride in making sure the team around them can operate without friction.
- You will work closely with the Oracle Cloud Project Manager and will interact regularly with ITS leadership, Finance,