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