Project Coordinator in Royal Oak, Michigan at Triarq Practice Services

Position Summary

The Project Coordinator is the organizational hub of the Client Onboarding team, responsible for ensuring that software implementations and practice migrations are executed efficiently and on schedule. This role supports the onboarding leadership and implementation specialists by managing project timelines, facilitating communication across internal departments (including IT, Data Migration, and Revenue Cycle Management), and maintaining critical project documentation. The ideal candidate is highly organized, proactive, and capable of keeping multiple high-stakes deployments moving forward simultaneously.

Key Responsibilities

Project Tracking & Logistics (40%)

• Milestone Management: Build and maintain detailed project plans and trackers (utilizing tools like Smartsheet), ensuring all internal and client-facing milestones are met leading up to go-live dates.
• Meeting Facilitation: Schedule and coordinate internal syncs, client kickoff meetings, and discovery sessions. Prepare agendas, document detailed meeting minutes, and actively track action items to completion.
• Risk Monitoring: Proactively identify scheduling bottlenecks or delayed deliverables, escalating risks to the Director of Client Onboarding before they impact the target go-live.

Cross-Functional Coordination (30%)

• Resource Alignment: Act as the primary liaison between the implementation team, data migration specialists, and external client stakeholders to ensure everyone is aligned on deliverables and dependencies.
• Task Routing: Ensure that client requirements gathered during discovery (such as specific billing rules or prior authorization workflows) are properly routed to the appropriate technical or strategic teams.

Documentation & Process Improvement (30%)

• Repository Management: Maintain an organized, up-to-date repository of all project collateral, including kickoff decks, workflow diagrams, and sign-off documents (e.g., within SharePoint).
• Reporting: Generate weekly status reports and executive dashboards detailing project health, completed milestones, and outstanding tasks for leadership review.
• Workflow Automation: Assist leadership in identifying repetitive project management tasks and help implement automated workflows to streamline departmental operations.

• Experience: 1–3 years of experience in project coordination, project administration, or operational support, preferably within a software development, Healthcare IT, or SaaS environment.
• Tool Proficiency: Strong working knowledge of project management and collaboration software (e.g., Smartsheet, SharePoint, Microsoft Office Suite). Experience with workflow automation is a strong plus.
• Organization & Detail: Exceptional organizational skills with a meticulous eye for detail. Proven ability to track hundreds of moving parts across concurrent projects without letting items slip through the cracks.
• Communication: Clear, concise written and verbal communication skills. Ability to hold both internal team members and external clients accountable to deadlines in a professional, collaborative manner.

Qualifications

• Required: Bachelor’s degree in business administration, Healthcare Management, Project Management, Information Systems, or a related field. (Equivalent experience—such as 3+ years of administrative or operational coordination in a technical or healthcare setting—may be considered in lieu of a degree.)
• Preferred: Certified Associate in Project Management (CAPM) or initial project management coursework/certifications.