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.

Core Responsibilities

Project Coordination

Implementation Project Management

Coordinate software implementation projects from kickoff through go-live and handoff to operations

Develop and maintain project schedules, task lists, and deliverable tracking across multiple concurrent implementations

Organize project meetings including kickoffs, weekly status calls, UAT sessions, and go-live planning

Track project milestones, dependencies, risks, and issues; escalate appropriately

Coordinate resources across internal teams (software engineers, integration specialists, support staff) and external vendors

Prepare project status reports, financial summaries, and executive dashboards

Manage project documentation including requirements, specifications, test plans, and training materials

Support change order processing and scope management

Coordinate 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 completion

Track invoices, purchase orders, and expense reports

Coordinate billing milestone achievement and customer invoicing

Calculate project profitability metrics and ROI

Support 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, UAT

Organize training sessions for client operations and IT teams

Coordinate go-live activities including cutover planning, hypercare support, and stabilization

Track 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 base

Serve as primary operational point of contact for assigned clients

Conduct regular operational health checks and system performance reviews

Track and analyze daily operational metrics: throughput, accuracy, system uptime, error rates

Coordinate resolution of operational issues working with support teams, clients, and vendors

Escalate critical issues following defined procedures and SLAs

Maintain operational documentation including SOPs, troubleshooting guides, and configuration records

Client Relationship & Support Coordination

Build and maintain strong relationships with client operations teams and key stakeholders

Conduct weekly/monthly operational review meetings with assigned clients

Address client concerns, requests, and escalations in a timely professional manner

Coordinate enhancement requests and system optimization initiatives

Support client training needs for new users, refresher training, and process changes

Gather client feedback and identify opportunities for service improvement

Act 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-time

Identify trends, anomalies, and degradation in system performance

Coordinate performance tuning activities with technical teams

Track and report on SLA compliance (uptime, response time, transaction volume)

Support capacity planning and scaling activities as client volumes grow

Coordinate preventive maintenance windows and system upgrades

Monitor 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 vendors

Communicate status updates to clients during incident resolution

Document issues, root causes, and resolutions in ticketing system

Track issu…