Project Coordinator

Yahara Software; Madison (WI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

PTO (20+ days)

Health insurance

HSA

FSA

401(k)

Disability insurance

Life insurance

On-site gym

Fresh fruit & snacks

Hybrid/remote work options

Community outreach

Employee recognition programs

Certification programs (Microsoft, AWS

EAP

Identity theft protection

Employee committee opportunities

Job summary

Yahara Software LLC in Madison, WI, is hiring a full-time Project Coordinator to support project managers and requirements engineers. You will help maintain schedules, prepare reports, and keep project documentation organized to ensure smooth development.

This role involves taking meeting notes, coordinating testing activities, organizing business requirements, and supporting presentations for project meetings, while helping manage action items and risks across multiple projects.

Qualifications

• Bachelor's degree in a relevant field or equivalent experience.
• 2–5 years of project coordination experience in a corporate setting with agile methods.
• Proven ability to produce formal project reports and documentation on time.
• Strong verbal and written communication, plus presentation skills.

Responsibilities

• Maintains project schedules and provides variance reports to PMs and sponsors.
• Maintains project accounting reports and executive summaries as needed.
• Take concise meeting notes and distribute curated notes promptly.
• Keep knowledge management and project documents organized and current.
• Prepare drafts of work orders, change requests, and project agreements.
• Support project managers in tracking follow-up actions and risks.
• Coordinate software testing activities and prepare presentation materials.
• Schedule client and internal meetings and manage time entries for the team.
• Assist with organizing business requirements and user stories as needed.
• Maintain Jira boards and monitor project plans, hours, budgets, and expenses.

Skills

Project coordination

Agile

Communication

Meeting minutes

Documentation

Analytical skills

Organization

Education

Bachelor's degree

Tools

Jira

Job description

Join our team! We have an exciting opening for a full-time Project Coordinator to join our team in Madison, Wisconsin!

Yahara Software LLC is a leading custom application development, enterprise system integration, and data analytics company with over 20 years of history. Our foundation for success is simple—we take care of our people. We help save and improve lives while making people safer, smarter, and better with every line of code we write. We call it The People Principle.

About the Role:

The Project Coordinator is primarily responsible for completing the day-to-day project management support tasks that are essential for the smooth operation of Yahara Software development efforts. This role works directly with the Project Managers and Requirements Engineers on the projects to which they are assigned and provides them, and the software development teams, with critical organizational, information gathering, and procedural support. The Project Coordinator will interact with the Yahara Software Project Sponsors and technical teams including the Technical Leads, Developers and Release Teams. At times, the Project Coordinator will interact with the client Project Sponsors as well. The Project Coordinator reports directly to the Lead Project Manager.

What You’ll Do

• Maintains the project(s) schedule(s) and provides detailed variance reports to the PM and sponsor as requested.
• Maintains project accounting reports and prepares summaries of key information for PM and sponsors as needed.
• Takes concise and accurate meeting notes during all client meetings and provide curated notes to participants promptly after the meeting concludes.
• Maintains project documentation and organization within the knowledge management structures.
• Creates and edit drafts of workorders, change requests, and other project agreements.
• Assists the Project Managers in ensuring that all follow up actions assigned to Yahara stakeholders are tracked and completed.
• Coordinates software testing activities.
• Assists the Project Managers and Requirements Engineers in preparing necessary presentation materials and documentation for project meetings and activities.
• Manages the scheduling and preparation for both client and internal meetings.
• Assists the Requirements Engineers in organizing and collecting business requirements, writing, or editing stories as needed.
• Maintains the Jira board for projects under the direction of the Project Managers and Requirements Engineers.
• Maintains and monitors project plans and schedules, work hours, budgets, and expenses.
• Assists the Project Managers in documenting project risks and mitigation strategies.
• Facilitates internal team meetings as needed.
• Reviews project team time entries for accuracy, professionalism, and appropriate allocation to tasks.

What You’ll Bring

• Bachelor’s degree in a relevant field; may be substituted with associate’s degree with additional experience.
• 2 - 5 years experience coordinating project activities in a corporate setting utilizing agile methodology.
• Demonstrated ability to consistently produce formal project related reports/documentation accurately and on-time.
• Demonstrated ability to communicate effectively verbally, as well as through written word and formal presentations.
• Demonstrated ability to take accurate and meaningful notes and distribute to relevant parties in a timely manner.
• Proven analytical and organizational skills, attention to detail, and experience working in a collaborative environment.
• Understanding of knowledge management activities.
• Ability to manage and complete responsibilities across multiple projects and escape tasks when competing priorities interfere with delivery.
• Demonstrated ability to exercise good judgement in prioritization and communication with minimal direct guidance.
• Ability to quickly learn, follow, and support existing processes and able to recommend improvements if process gaps exist.

What we Offer

• 20+ days of PTO accruable in the first year of employment!
• Health insurance options to best fit you and your family’s needs (Medical, Dental, and Vision)
  • HMO (copay or high-deductible health plan)
  • PPO
• Health Savings Account (HSA) option with annual employer contributions
• Flexible Savings Account (FSA) availability
• 401(k) options (Both Traditional and Roth) with guaranteed company match
• 100% company paid short-term and long-term disability
• 100% company paid life insurance with option to increase coverage
• On-site gym access, including basketball court
• Fresh fruit, healthy snacks, and beverages provided in office daily
• Hybrid and remote schedule availability for most positions with home office stipend
• Company supported community outreach/team volunteer opportunities
• Monthly and Quarterly Employee Recognition Awards with spot bonuses for outstanding contributions
• Bonus certification program for career development (Microsoft, AWS, PMP, IIBA, etc.)
• Employee Assistance Program includes:
  • Professional counselling for emotional wellness and life coaching
  • Legal and financial consultation and services
• 100% company paid identity theft protection plan
• Employee-run committee opportunity involvement
• Collaborative and engaged company culture founded on realized values and incredible people

If you need an accommodation as part of the employment process, please contact Human Resources via email at [e-mail]

Yahara Software LLC. Is an Equal Employment Opportunity/Affirmative Action Employer.

The current opening positions listedare full-time, in-house salaried position with competitive salary and benefits. Candidates must be eligible to work in the U.S on a permanent basis and can work on-site in our office located in Madison, Wisconsin.We are unable to provide any sponsorship at this time.