Oracle Cloud Project Coordinator

Apollo Technology Solutions LLC

  • Nashville, TN
  • 7 days ago
  • Remote

    Highlights

    Coordinate logistics for internal and vendor-facing meetings including room bookings, virtual meeting setup, and participant communications. Meeting Coordination and Documentation Schedule and coordinate meetings across internal teams, vendor partners, and steering.

    Numbers & Facts

    LocationNashville, TN (
    Remote
    )

    Description

    Title: Oracle Cloud Project Coordinator
    Location: Nashville, TN (Remote)
    Duration: 6+ Months
    Interview type: Phone or In Person

    Job Description:
    • Metro Nashville is approximately eight months post go-live on a major Oracle Cloud
    • implementation covering HCM, ERP, Payroll, Pension, and related modules across a workforce
    • of approximately 26,000 employees. The system is in active stabilization with a significant
    • volume of open issues, vendor coordination, steering committee governance, and cross-
    • departmental workstreams all running simultaneously.
    • We need an organized, detail-oriented Project Coordinator who can provide reliable
    • administrative and operational support to the Oracle Cloud Project Manager and the broader
    • program team. This is a coordination and execution role — the person who makes sure nothing
    • falls through the cracks.

    What You Will Do
    Meeting Coordination and Documentation
    • Schedule and coordinate meetings across internal teams, vendor partners, and steering
    • committee members.
    • Prepare meeting agendas in advance and distribute materials to participants.
    • Capture meeting minutes, decisions, and action items in real time.
    • Distribute notes and action items to attendees promptly following each meeting.
    • Track action item status and follow up with owners to ensure nothing is missed.

    Project Artifact Management
    • Maintain and update project documentation including trackers, logs, status reports, and
    • schedules.
    • Ensure project artifacts are current, organized, and accessible to the team.
    • Support the PM in maintaining the consolidated issue and work order inventory.
    • Assist with preparing materials for steering committee meetings and leadership updates.
    • Financial Tracking and Invoice Support
    • Support tracking of contract financials including hours consumed, budget utilization, and
    • vendor billing against allocations.
    • Assist in reviewing vendor invoices for completeness, accuracy, and alignment with
    • contract terms.
    • Flag discrepancies or questions for PM and leadership review.
    • Maintain financial tracking logs and assist in preparing summary reports.
    • General Program Support
    • Coordinate logistics for internal and vendor-facing meetings including room bookings,
    • virtual meeting setup, and participant communications.
    • Assist the PM in tracking deliverables, milestones, and deadlines across workstreams.
    • Support onboarding of new team members or vendors by preparing orientation materials
    • and coordinating access.
    • Handle general administrative needs that support smooth program operations.

    What We Need

    Required
    • Strong organizational skills and attention to detail — this role lives and dies by follow-
    • through.
    • Experience supporting project teams in a coordination or administrative capacity.
    • Comfortable managing multiple workstreams and priorities simultaneously without losing
    • track of details.
    • Proficient with productivity tools — Microsoft Office, Teams, SharePoint, and similar
    • platforms.
    • Clear, professional written and verbal communication skills.
    • Ability to take initiative and work independently once direction is given.
    • Beneficial but Not Required
    • Experience supporting enterprise software or ERP implementations.
    • Familiarity with project coordination tools such as Smartsheet, Jira, or similar.
    • Public sector or government experience.
    • Experience reviewing vendor invoices or tracking contract financials.

    What to Expect
    • This is a fast-moving environment with a high volume of activity across multiple departments
    • and vendor partners. The right candidate is someone who thrives on keeping things organized
    • and takes pride in making sure the team around them can operate without friction.
    • You will work closely with the Oracle Cloud Project Manager and will interact regularly with ITS
    • leadership, Finance, HR, and vendor teams. Attention to detail and reliability are the most
    • important qualities for success in this role.
    • The 6-month minimum reflects the current stabilization horizon. Based on the ongoing scope of
    • work, we expect this engagement to extend to 12 months for the right person.

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