Localisation Program Coordinator - Capacity Management

Vistatec; Polska; On-site; PLN 168,000 - 211,000; Full time

Job summary

A leading localization company in Poland is seeking a Localization Program Coordinator for Capacity Management. This vital role involves managing the capacity of the reviewer pool and interacting with various teams to ensure project success. The ideal candidate will possess at least 1 year of project management experience in Localization, strong technical proficiency, and excellent analytical skills, especially in Excel. This position requires effective communication and the ability to work independently while supporting global operations.

Qualifications

• Minimum 1 year project management experience in Localization.
• Strong aptitude for learning new technical tools and applications.
• High-level experience in advanced Excel skills for data analysis.

Responsibilities

• Manage reviewer capacity and track reviewer holidays.
• Handle daily activities including extension requests and reassignments.
• Collaborate with various stakeholders through meetings and updates.

Skills

Project management

Analytical skills

Technical proficiency

Communication

Attention to detail

Tools

MS Office suite

Google tools (Docs, Sheets)

Job description

Localisation Program Coordinator - Capacity Management

This pivotal role supports the Capacity Management team by overseeing and dynamically managing the capacity of our reviewer pool. The role is highly cross‑functional, requiring regular interaction with reviewer teams and internal production teams to ensure seamless project flow.

While the majority of projects are processed efficiently via automation, requiring minimal oversight, this position demands a level of technical proficiency and analytical rigor. Our commitment is to relentlessly pursue increased automation, enabling the team to focus on quality assurance, strategic process improvements, and strengthening key relationships with our vendors and clients.

We operate as a global team, providing Project Management support across all time zones. We manage a dedicated network of hundreds of linguists, focusing heavily on their training and development, which contributes to our low industry‑turnover rate. A key aspect of this role is the ability to develop and deliver effective training to both internal team members and linguists.

Main Duties & Responsibilities

• Reviewer Capacity Management
• Tracking and processing reviewers’ holidays
• Daily follow‑up activities, managing extension requests and reassignments, supporting on‑time delivery (OTD)
• Working with Vistatec specific applications
• Basic troubleshooting of internal and client specific tools
• Query delegation
• Learning and working with client‑specific tools
• Ensure consistency across the program, suggest and share best practices
• Initiate process improvements, develop the program further
• Provide support and partnership to other teams, internally or externally
• Interact, communicate and collaborate with various stakeholders – regular meetings, sync‑up calls, status updates, etc.

The candidate must have/be:

• A minimum of 1 year project management experience working in Localization
• Demonstrated Technical Savvy: A strong aptitude for quickly learning and mastering new technical tools, applications, and complex systems.
• Advanced Data & Reporting Skills: High‑level experience using MS Office suite, with a particular emphasis on advanced Excel skills (e.g., pivot tables, VLOOKUP, data manipulation) for reports management and analysis.
• Self‑sufficient and reliable, ability and willingness to learn new tools
• Acceptance of working independently with some support being provided remotely
• Excellent time management skills and the ability to adapt to change
• Ability to communicate clearly in writing (English) and face‑to‑face online
• Excellent attention to detail and customer service skills
• Ability to work under pressure in a deadline‑driven environment

Advantageous

• Experience in teaching or training
• Previous translation or localization experience
• Understanding/experience working with more than one language/culture
• Experience with Google online tools such as Drive, Docs, Sheets, etc.
• Experience handling high volume of emails
• Documenting process
• Advanced knowledge in Excel (formulas, macros, etc.)