IT Project Coordinator - Oracle Cloud Implementation

Mavensoft Technologies, LLC; Nashville (TN); Remote; USD 70,000 - 100,000; Full time

Job summary

Mavensoft Technologies, LLC is seeking an IT Project Coordinator for a 6+ month contract role in Nashville with 100% remote work. The position supports an Oracle Cloud implementation covering HCM, ERP, Payroll, and Pension across ~26,000 employees.

The candidate will organize governance, coordinate cross-functional workstreams, and manage project artifacts. Responsibilities include meeting coordination, documentation, financial tracking, and preparation of leadership updates.

Qualifications

• Strong organizational skills with exceptional attention to detail and follow-through.
• Experience supporting project teams in coordination or administrative roles.
• Ability to manage multiple workstreams and priorities without losing track of details.
• Proficiency with productivity tools such as Microsoft Office, Teams, and SharePoint.

Responsibilities

• 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 after meetings.
• Track action item status and follow up with owners to ensure nothing is missed.
• Maintain and update project documentation including trackers, logs, status reports, and schedules.
• Support the PM in maintaining the consolidated issue and work order inventory.
• Assist with materials for steering committee meetings and leadership updates.
• Support tracking of contract financials including hours, budget utilization, and vendor billing against allocations.
• Review vendor invoices for completeness, accuracy, and alignment with contract terms.
• Flag discrepancies for PM and leadership review.
• Maintain financial tracking logs and assist in preparing summary reports.
• Coordinate logistics for internal and vendor-facing meetings and onboarding of new team members.
• Track deliverables, milestones, and deadlines across workstreams.

Skills

Project Coordination

Meeting Coordination

Documentation

Stakeholder Coordination

Vendor Coordination

Invoice Tracking

Financial Tracking

Smartsheet

Jira

Microsoft Project

Tools

Smartsheet

Jira

Microsoft Project

Job description

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, HR, and vendor teams. Attention to detail and reliability are the most important qualities for success in this role.
• The 6-month minimum reflects the current stabilization horizon. Based on the ongoing scope of work, we expect this engagement to extend to 12 months for the right person.