Program Coordinator

Position Summary

The Program Coordinator plays a vital role in supporting the successful execution and oversight of Visual Vault'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.

• 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.

• 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

• 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