Program Coordinator

Position Summary: The Program Coordinator plays a vital role in supporting the successful execution and oversight of VisualVault's Professional Services projects. This individual will collaborate cross-functionally with internal teams, monitor project performance, track revenue and cost metrics, and ensure adherence to operational best practices. The ideal candidate is highly organized, detail-oriented, and has a strong sense of ownership for driving programs forward while supporting client success.

Key Responsibilities: Program Reporting : Maintain and deliver regular reporting on key project milestones, activities, and deliverables to internal and external stakeholders. Billing & Subscription Initiations : Assist with monthly billing of Professional Services fees and the initiation of new client subscriptions to ensure timely and accurate invoicing. Internal Coordination : Conduct follow-ups on project tasks and assignments across internal teams to ensure project plans remain on track.

Engineering Server Resource Management : Track and report on legacy data archive ("LDA") engineering server resource availability necessary to support high volume of data from the sales pipeline through project completion. Profitability Analysis : Assist with quarterly project profitability reviews to evaluate pricing alignment and recommend adjustments as needed. Revenue Forecasting : Contribute to monthly forecasting of Professional Services revenue based on current pipeline and active engagements.

Project Artifact Management : Promote best practices and ensure consistent tracking, storage, and compliance for all project artifacts and documentation. Assistance with creation & management of Professional Services sales artifacts. SOP Management and Compliance: Support internal processes to establish required SOPs for Professional Services.

Monitor Professional Services adherence to established SOPs. Escalation & Client Support : Provide support during weekly Client Success calls by preparing talking points, tracking action items, and escalating project-related concerns. Support Ticket Monitoring : Monitor and track support tickets assigned to the Professional Services team, ensuring timely resolution and documentation.

Qualifications: Bachelor's degree in business administration, Project Management, or a related field preferred 2 years of experience in a project coordination, program administration, or professional services role Strong organizational skills with the ability to manage multiple tasks simultaneously Familiarity with billing and revenue forecasting processes Proficiency in Microsoft Office Suite, especially Excel and PowerPoint; experience with CRM or project tracking tools a plus Excellent communication skills with a collaborative and proactive approach High attention to detail and comfort working in a dynamic, fast-paced environment Preferred Skills: Experience working with SaaS or software implementation teams Understanding of project financials and profitability metrics Comfortable engaging with internal clients and leading internal follow-ups Experience with Wrike, JIRA, and Acumatica