The Smart Sheet Administrator’s primary responsibility is to be provide Administration and Support on Smartsheet, https://www.smartsheet.com/ - supporting a Portfolio which is using Smartsheet tool for its main project management processes. Likely tasks will include supporting projects’ use of Smartsheet, resolving user or client queries to help their understanding of how to use the tool effectively on a project including training users. They will be the key reference point for support within the portfolio to help users (both internal and clients) and help projects to customize their Smartsheet tool to make projects more effective. They will play a key role in continuous improvement of project management use of the tool by identifying improvements, understanding all of the features available, and configuring new items such as new Project Management or Client reports. The role will include building or improving reports and management dashboards, and also working on connecting to other company databases to build up management information.

The Project Coordinator may also spend some time will be working part of a wider team which is assisting the project managers (PMs) with day to day responsibilities of project oversight and administration and so may be required to support other tasks including internal and external status reporting, managing tools access, maintaining plans, ensuring actual 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 Executive/Management Information (such as Portfolio reporting via Smartsheet), supporting consistent use of methodology, helping to improve the PMO toolset and updating process guides/standard operating procedures.

The job involves:

User support - manage and resolve Smartsheet user support requests by investigating and fixing issues or engaging with higher level support. Project setup / closedown - Creating and closing Smartsheet Projects using Control CenterSecurity - Managing user access to Smartsheet and user groups.More experienced role holders perform the following additional duties.Training – Becoming a Smartsheet super-user and supporting the adoption and training of Smartsheet users across Professional Services Advanced User Support - manage and resolve more complex Smartsheet user support requests by investigating and fixing issues or engaging with higher level support. Identify issues and improvements required to the system.Assist with configuration of reports and dashboards.Ad-hoc project work

Key Responsibilities

Assigned to multiple projects concurrently, supporting Project Management activities.

As Smartsheet subject matter expert, be a point of reference within a global team for user queries on using Smartsheet and Smartsheet project process (if not currently an expert, then expected to become expert very quickly – see Skills/Experience)Providing training/orientation on using Smartsheet, for project teamsResolving issues with Smartsheet reports, formulas, dashboards as needed to help Project Managers successfully use Smartsheet.Supporting change to Smartsheet standard reports/objects by working with Project Managers to understand changes needed and any impacts to wider PMO process, documenting these, using Smartsheet user tools to make changes/build reports and testing them before rolling out to Project teams.Liaison with Smartsheet own experts to understand new features to include to improve the use of Smartsheet.Having strong knowledge or experience in Excel preferably in writing Macros as wellUse methodology guidelines and templates to ensure projects consistently adhere to best practice in terms of PMO processes.Support the PM in drafting project management deliverables such as Kick Off decks, Stage Signoffs, documentation of Lessons LearnedSupport client and internal Alight status reportingMonitor time tracking and project financial position with regular updates to PM.Support the PM in maintaining project plans and resource forecasts.Maintain project information within relevant tools, e.g., distributions lists, org charts, IDB reference information, project dates.Manage creation and access to project tools and information including MS TeamsAs required by PM, follow up on due actions, risks, issuesSupport smooth operation of project financial processes such as invoicing.Depending on assignment, take responsibility for selected project activities related to resourcing, financial processes, and forecasting.Knowledge, Skills, Abilities, and Experience

Knowledge, Education, Certification, Skills & Technical Proficiencies

Bachelor’s degree or higher

ESSENTIAL

Good Excel skills (e.g., lookup formulas, pivots, charts)Analytical skills, able to work with project and financial data.Ability to understand and communicate complex technical information.Genuine interest in new technology and its applicationsFluent English skills (C1 at minimum if not a native speaker)

PREFERRED (but not Essential – you can apply without this experience)

Experience of using SmartsheetSmartsheet CertificationsUnderstanding of software development lifecycles gained by working in a structured project environment.Understanding of Project Management processes and tools – including planning, progress tracking, risk, and issue management frameworks, change control frameworks, sign-off procedures.Knowledge of MS Project or similar planning tool – desirableKnowledge of PowerBI and configuring reports – desirableUnderstanding of software development lifecycles gained by working in a structured project environment as part of project teams or supporting projects.An understanding of Project Management governance, processes, and tools – including planning, progress tracking, risk, and issue management frameworks, change control frameworks, sign-off procedures.Advanced Analytical skills, able to interpret and reconcile data such as time tracking information or financial forecasts vs actual reports.Fluent English skills (verbal and written, able to write process documents or operating procedures)

Work Experience

Should have a minimum of 3 years of work experience in a PMO position in an IT firm.Experience working in a virtual team-oriented, collaborative, multinational environment.Should have exposure to working in an onsite/ offshore model or working with key stakeholders outside India.Smartsheet experience – ideally, if not, experience as an expert in an equivalent PM tool. Internal training (including self-learning) will be provided with expectation that person able to become expert very quickly.Experience working in a technical support, financial and/or project environment.Experience working in a team-oriented, collaborative, multinational environment.Experience working in busy environments balancing multiple tasks.PREFERRED (but not Essential – you can apply without this experience)Experience of working in an IT Helpdesk environmentExperience of working with large or complex spreadsheetsPrevious Project/Programmer Office experience or exposure to project environment is preferred, and/or support team providing support for an application.Experience delivering training to other users.Demonstrable experience working with standard Project Management tools such as Jira, SharePoint - required.Experience building reports in a tool such as those above.Experience in organizing clear and easy-to-navigate documentation and information repositories.Experience reviewing financial information preferred (e.g., financial tracking and invoice processes)

We offer you a competitive total rewards package, continuing education & training, and tremendous potential with a growing worldwide organization.
 

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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