Software Project Coordinator (operations)

Position Overview KPI Solutions is seeking a Software Project Coordinator with Operational Responsibilities to support both new software implementation projects and ongoing operational support for our current project. This role combines project coordination duties with day-to-day operational management, ensuring successful project delivery while maintaining optimal performance of deployed systems. The ideal candidate thrives in a dynamic environment, balancing multiple priorities between new implementations and supporting live production systems. About KPI Solutions KPI Solutions specializes in warehouse automation, material handling equipment integration, and supply chain optimization software. We deliver end-to-end solutions including WMS, WCS, WES, and custom integration services to clients across e-commerce, 3PL, retail distribution, manufacturing, and other logistics-intensive industries. Position Type: Hybrid Role (50% Project Coordination / 50% Operational Support) Project Coordination Implementation Project Management Coordinate software implementation projects from kickoff through go-live and handoff to operationsDevelop and maintain project schedules, task lists, and deliverable tracking across multiple concurrent implementationsOrganize project meetings including kickoffs, weekly status calls, UAT sessions, and go-live planningTrack project milestones, dependencies, risks, and issues; escalate appropriatelyCoordinate resources across internal teams (software engineers, integration specialists, support staff) and external vendorsPrepare project status reports, financial summaries, and executive dashboardsManage project documentation including requirements, specifications, test plans, and training materialsSupport change order processing and scope managementCoordinate equipment procurement, software licensing, and third-party services Financial & Budget Tracking Build and maintain project budgets tracking all costs (labor, software, hardware, travel, services)Monitor project financials daily/weekly; generate variance reports and forecast to completionTrack invoices, purchase orders, and expense reportsCoordinate billing milestone achievement and customer invoicingCalculate project profitability metrics and ROISupport contract reviews and pricing analysis Implementation Activities Coordinate data migration activities (item masters, locations, inventory, historical data)Schedule and support testing phases: functional, integration, performance, UATOrganize training sessions for client operations and IT teamsCoordinate go-live activities including cutover planning, hypercare support, and stabilizationTrack post-implementation performance against contracted SLAs and design specifications Operational Support Daily System Operations Management Monitor production systems for performance, availability, and operational issues across client baseServe as primary operational point of contact for assigned clientsConduct regular operational health checks and system performance reviewsTrack and analyze daily operational metrics: throughput, accuracy, system uptime, error ratesCoordinate resolution of operational issues working with support teams, clients, and vendorsEscalate critical issues following defined procedures and SLAsMaintain operational documentation including SOPs, troubleshooting guides, and configuration records Client Relationship & Support Coordination Build and maintain strong relationships with client operations teams and key stakeholdersConduct weekly/monthly operational review meetings with assigned clientsAddress client concerns, requests, and escalations in a timely professional mannerCoordinate enhancement requests and system optimization initiativesSupport client training needs for new users, refresher training, and process changesGather client feedback and identify opportunities for service improvementAct as client advocate internally, ensuring their operational needs are understood and addressed System Monitoring & Performance Optimization Monitor system performance dashboards and operational metrics in real-timeIdentify trends, anomalies, and degradation in system performanceCoordinate performance tuning activities with technical teamsTrack and report on SLA compliance (uptime, response time, transaction volume)Support capacity planning and scaling activities as client volumes growCoordinate preventive maintenance windows and system upgradesMonitor integration health between WMS,WES/WCS ERP, TMS, and other connected systems Issue & Incident Management Triage and categorize incoming operational issues (severity 1-4)Coordinate incident response for critical production issues (severity 1/2)Facilitate troubleshooting efforts across technical teams and vendorsCommunicate status updates to clients during incident resolutionDocument issues, root causes, and resolutions in ticketing systemTrack issue trends and drive continuous improvement initiativesConduct post-incident reviews and ensure corrective actions are implemented Operational Data & Reporting Generate daily/weekly/monthly operational reports for clients and internal stakeholdersCreate and maintain operational dashboards showing key performance metricsAnalyze operational data to identify improvement opportunitiesTrack warehouse performance metrics: throughput, accuracy, productivity, equipment utilizationMonitor system performance metrics: transaction volumes, response times, error rates, uptimePrepare quarterly business reviews (QBRs) for assigned clientsBenchmark client performance against industry standards and peer operations Continuous Improvement Identify and drive operational efficiency improvements for clientsCoordinate implementation of process improvements and system enhancementsSupport optimization projects (slotting, wave planning, labor standards, equipment utilization)Lead or participate in root cause analysis for recurring issuesDocument and share best practices across client baseCoordinate lessons learned sessions and knowledge transfer Vendor & Partner Coordination Coordinate with software vendors (WMS, WCS providers) on support issues and enhancementsManage relationships with equipment vendors for maintenance and supportCoordinate with system integrators and third-party service providersTrack vendor SLA compliance and performanceEscalate vendor issues and coordinate resolution Requirements Bachelor's degree in Business, Supply Chain, Computer Science, Engineering, or related field3-5 years of combined experience in project coordination and operational support rolesExperience with software systems in warehouse, distribution, or logistics environmentsDemonstrated ability to manage both project work and ongoing operational responsibilitiesExperience supporting production systems and handling critical incidentsStrong track record of client relationship management Benefits Medical InsuranceDental InsuranceVision InsuranceHealth Care Concierge Service401(k) Retirement Plan (Pre-tax & Roth)Company paid Basic Life Insurance, Short-Term Disability & Long-Term DisabilityVoluntary Life & AD&D InsuranceVoluntary Accident, Critical Illness & Hospital Indemnity InsurancePet InsuranceMilk Stork ProgramWellness Program with gift card redemption and wellness challengesPaid Time Off (Vacation, Sick & 10 Holidays)Training & Development KPI Solutions provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by states, federal, or local law.