Project Coordinator

5 months ago

Stafford, United Kingdom Optima Warehouse Solutions Ltd Full time

PROJECT COORDINATOR
JOB DESCRIPTION AND PERSON SPECIFICATION

HEAD OFFICE, ST ALBANS HOUSE, ST ALBANS ROAD, STAFFORD, ST16 3DP

**Role Overview**

The Project Coordinator’s role within Optima is to provide support to the Project Manager, both with office based tasks and on-site with our customers, supporting their operations and deployment of our software.

The main functions to the role are split into three main categories:

- **Assisting the Project Manager with all elements of the Software Development Lifecycle**:

- **Acting as a point of contact for our new customers and their key members of staff**:

- **Providing Support and Training to Customers as they begin to use our software**

**Accountable to: Project Manager**

**Supported by: Sales, Projects, Development and Support Team**

**Assisting the Project Manager with all elements of the Software Development**

**Lifecycle.**

Here at Optima we develop and release our own Warehouse Management Software (WMS), called Optimiser, which is used by our customers to operate their warehouse. The Projects team is responsible for the deployment of our software to these customers, and as such your role will be to assist the Project Manager in carrying out all elements of the

Software Development Life Cycle.

During a typical project, you will be doing the following:

- Meeting new customers during the Discovery phase, carrying out Requirements Gathering with them to understand their warehouse operations and procedures.
- Documenting these core requirements to bring back to the office, where they will be collected into a Specification

Document as part of the Design phase.
- Facilitating further workshops and discussions with the customers while the specification is built and eventually signed off.
- Translating customer requirements into tasks for our development team, and keeping customers updated with the progress of these tasks and the project as a whole.
- Taking ownership of these pieces of development, ensuring they are fit for purpose and meet customer needs, as part of the Development phase.
- Testing of these pieces of development, finding bugs and raising additional feature requests based on customer feedback as part of the Testing phase.
- Assisting the Project Manager in the training of Super Users, those staff identified by our customers who will become system experts.
- Supporting our customers as they Go Live with our software, as part of the Release phase. This includes being on-site with them to provide real time support and troubleshooting.
- Feeding back to the office any changes needed, updates requested or future work required as part of the

Maintenance phase.

While this role is an IT one, we’re really looking for someone with excellent customer relationship skills, who are able to build a lasting connection with customers, manage stakeholder expectations as the project progresses, and develop a lasting, positive impression on them. Training and support will be provided on all the IT and technical aspects of this role and you will get hands on with a range of different technologies. Over time your knowledge on warehouse processes

Project Co-ordinator role, with a career progression path into Project Management.

**Acting as a point of contact for our new customers and their key members of staff.**

The main focus of this element is to be a single point of contact for a customer as we build and develop their WMS.

During the Discovery phase of a project, there will be a lot of information we need to get out of them in order to customise and tailor our software to their needs. As we progress to the training, testing and release stage, you will be doing a lot of work with the customers to ensure the systems we build are fit for purpose and meet their expectations.

Typical areas of communication with customers are usually
- Collecting warehouse data from customers, such as Product Lists, Warehouse Locations, Courier Accounts,

Online Marketplaces.
- Setting up their PC or handheld RF Scanners to connect to our software.
- Arranging dates for meetings with customers, training of Super Users, and On-Site Go Live support.
- Supporting them day-to-day during the Testing phase, while they ask questions on how to achieve or complete various actions in our software.
- Answering questions on warehouse best-practises and making recommendations on how they should operate in the most efficient ways.

With so much interaction between our customers and us, it is vital that the successful applicant can cultivate relationships with customers to get the most out of our relationship with them. You will be their main resource for all questions, challenges and feedback, so its important to communicate clearly, accurately, with little ambiguity. We don’t expect anyone to have all the answers, so you will be supported by our developers, testing and support teams who can help answer any customer queries, and you can then feedback to them with this inform

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