Project Manager

About the role

At Kofile, we believe that government has infinite potential to do good and that all information residing within local governments should be preserved, digitized, and made available to all their employees and citizens. We partner with government agencies nationwide to help them meet their citizens’ needs by preserving the integrity and content of paper documents to ensure they will be available for use forever and modernizing information management through digitization and access systems.

The Project Manager (PM) serves as the primary owner and customer point of contact for assigned accounts throughout the Service Delivery lifecycle. This role is responsible for coordinating resources, managing schedules, facilitating communication, and maintaining project governance.

Responsibilities

• Serve as the primary point of contact for assigned customers from project initiation through closeout.
• Facilitate customer kickoff meetings, requirements sessions, status calls, and project reviews.
• Maintain proactive communication with customers and stakeholders regarding project status, risks, dependencies, and milestones.
• Create and maintain project specifications, schedules, risks, issues, and action items.
• Maintain project records and documentation within QuickBase.
• Ensure all project deliverables adhere to Service Delivery standards and procedures.
• Coordinate resources and ensure alignment across teams and departments.
• Track project milestones, identify risks, and escalate issues as needed.
• Assist in preparing reports, documentation, and updates for stakeholders.
• Obtain customer approval of specifications, schedules, and production samples.
• Support budgeting and resource planning activities.
• Collaborate with cross-functional teams to meet deliverables and client expectations.
• Help maintain project documentation, project database, invoicing accuracy, change order records, and create and maintain project requirements/specifications.
• Provide general project support and contribute to the continuous improvement of project processes.
• Own cross-functional leadership across Operations, Logistics, Intake, Order Management, TPMs, Sales, and Finance.
• Support change order management and scope validation.
• Assist with volume reconciliation, invoicing preparation, and closeout activities.

Qualifications

• Bachelor’s degree in business, communications, or a related field.
• 2–4 years of project management experience or equivalent combination of education and experience.
• Experience working in cross-functional environments and managing multiple priorities.
• Experience defining and documenting detailed requirements and technical specifications for preservation, imaging, indexing, microfilm, and digital platforms.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); Excel formulas and tracking tools preferred.
• Strong communication, problem-solving, and organizational skills.
• Ability to manage tasks independently while working collaboratively across teams.
• Adaptability in a fast-paced, changing environment.

Skills

• PMP or CAPM certification.
• Experience with Kofax, Quickbase, Microsoft Project.
• Experience with ERP systems, particularly NetSuite.
• Experience in document management, production, or digital services environments.
• Knowledge of process improvement or Lean methodologies a plus.

Benefits

• Leadership and career development opportunities.
• Low cost insurance (medical, dental, vision, life & disability).
• 401(k) plan (company matching).
• Paid holidays.
• PTO.
• Paid maternity & paternity leave.
• Educational assistance.
• Business casual environment.