Job Summary

　　The Smart Sheet Administrator’s primary responsibility is to be provide Administration and Support on Smartsheet, https://www.smartsheet.com/ - supporting a Portfolio which is using Smartsheet tool for its main project management processes. Likely tasks will include supporting projects’ use of Smartsheet, resolving user or client queries to help their understanding of how to use the tool effectively on a project including training users. They will be the key reference point for support within the portfolio to help users (both internal and clients) and help projects to customize their Smartsheet tool to make projects more effective. They will play a key role in continuous improvement of project management use of the tool by identifying improvements, understanding all of the features available, and configuring new items such as new Project Management or Client reports. The role will include building or improving reports and management dashboards, and also working on connecting to other company databases to build up management information.

　　The Project Coordinator may also spend some time will be working part of a wider team which is assisting the project managers (PMs) with day to day responsibilities of project oversight and administration and so may be required to support other tasks including internal and external status reporting, managing tools access, maintaining plans, ensuring actual project financials including time recording as well as invoicing review and preparing project management materials for PMs to review, complete, and submit.

　　At portfolio level, the Project Coordinator will support efficient portfolio operations by assisting in production of Executive/Management Information (such as Portfolio reporting via Smartsheet), supporting consistent use of methodology, helping to improve the PMO toolset and updating process guides/standard operating procedures.

　　The job involves:

　　· User support - manage and resolve Smartsheet user support requests by investigating and fixing issues or engaging with higher level support

　　· Project setup / closedown - Creating and closing Smartsheet Projects using Control Center

　　· Security - Managing user access to Smartsheets and user groups

　　More experienced role holders perform the following additional duties

　　· Training – Becoming a Smartsheet super-user and supporting the adoption and training of Smartsheet users across Professional Services

　　· Advanced User Support - manage and resolve more complex Smartsheet user support requests by investigating and fixing issues or engaging with higher level support

　　· Identify issues and improvements required to the system

　　· Assist with configuration of reports and dashboards

　　Ad-hoc project work

　　Key Responsibilities

　　Assigned to multiple projects concurrently, supporting Project Management activities

　　As Smartsheet subject matter expert, be a point of reference within a global team for user queries on using Smartsheet and Smartsheet project process (if not currently an expert, then expected to become expert very quickly – see Skills/Experience)

　　Providing training/orientation on using Smartsheet, for project teams

　　Resolving issues with Smartsheet reports, formulas, dashboards as needed to help Project Managers successfully use Smartsheet

　　Supporting change to Smartsheet standard reports/objects by working with Project Managers to understand changes needed and any impacts to wider PMO process, documenting these, using Smartsheet user tools to make changes/build reports and testing them before rolling out to Project teams

　　Liaison with Smartsheet own experts to understand new features to include to improve the use of Smartsheet

　　Having strong knowledge or experience in Excel preferably in writing Macros as well

　　Use methodology guidelines and templates to ensure projects consistently adhere to best practice in terms of PMO processes

　　Support the PM in drafting project management deliverables such as Kick Off decks, Stage Sign-Offs, documentation of Lessons Learned

　　Support client and internal Alight status reporting

　　Monitor time tracking and project financial position with regular updates to PM

　　Support the PM in maintaining project plans and resource forecasts

　　Maintain project information within relevant tools, e.g. distributions lists, org charts, IDB reference information, project dates

　　Manage creation and access to project tools and information including MS Teams

　　As required by PM, follow up on due actions, risks, issues

　　Support smooth operation of project financial processes such as invoicing

　　Depending on assignment, take responsibility for selected project activities related to resourcing, financial processes and forecasting

　　Knowledge, Skills, Abilities, and Experience

　　Knowledge, Education, Certification, Skills & Technical Proficiencies

　　Bachelor’s degree or higherESSENTIAL

　　Good Excel skills (e.g. lookup formulas, pivots, charts)

　　Analytical skills, able to work with project and financial data

　　Ability to understand and communicate complex technical information

　　Genuine interest in new technology and its applications

　　Fluent English skills (C1 at minimum if not a native speaker)

　　PREFERRED (but not Essential – you can apply without this experience)

　　Experience of using Smartsheet

　　Smartsheet Certifications

　　Understanding of software development lifecycles gained by working in a structured project environment

　　Understanding of Project Management processes and tools – including planning, progress tracking, risk and issue management frameworks, change control frameworks, sign-off procedures

　　Knowledge of MS Project or similar planning tool – desirable

　　Knowledge of PowerBI and configuring reports – desirable

　　Understanding of software development lifecycles gained by working in a structured project environment as part of project teams, or supporting projects

　　An understanding of Project Management governance, processes and tools – including planning, progress tracking, risk and issue management frameworks, change control frameworks, sign-off procedures

　　Advanced Analytical skills, able to interpret and reconcile data such as time tracking information or financial forecasts vs actual reports

　　Fluent English skills (verbal and written, able to write process documents or operating procedures)

　　Work Experience

　　Should have a minimum of 3 years of work experience in a PMO position in an IT firm

　　Experience working in a virtual team-oriented, collaborative, multinational environment

　　Should have exposure to working in an onsite/ offshore model or working with key stakeholders outside India

　　Smartsheet experience – ideally, if not, experience as an expert in an equivalent PM tool. Internal training (including self-learning) will be provided with expectation that person able to become expert very quickly

　　Experience working in a technical support, financial and/or project environment

　　Experience working in a team-oriented, collaborative, multinational environment

　　Experience working in busy environments balancing multiple tasks

　　PREFERRED (but not Essential – you can apply without this experience)

　　Experience of working in an IT Helpdesk environment

　　Experience of working with large or complex spreadsheets

　　Previous Project/Programme Office experience or exposure to project environment is preferred, and/or support team providing support for an application

　　Experience delivering training to other users

　　Demonstrable experience working with standard Project Management tools such as Jira, Sharepoint - required

　　Experience building reports in a tool such as those above

　　Experience in organizing clear and easy-to-navigate documentation and information repositories

　　Experience reviewing financial information preferred (e.g. financial tracking and invoice processes)

　　We offer you a competitive total rewards package, continuing education & training, and tremendous potential with a growing worldwide organization.

　　DISCLAIMER:

　　Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job to other entities; including but not limited to subsidiaries, partners, or purchasers of Alight business units.

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　　About Alight Solutions

　　Alight is a leading cloud-based human capital technology and services provider that powers confident health, wealth and wellbeing decisions for 36 million people and dependents. Our Alight Worklife® platform combines data and analytics with a simple, seamless user experience. Supported by our global delivery capabilities, Alight Worklife is transforming the employee experience for people around the world. With personalized, data-driven health, wealth, pay and wellbeing insights, Alight brings people the security of better outcomes and peace of mind throughout life’s big moments and most important decisions. Learn how Alight unlocks growth for organizations of all sizes at alight.com .

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　　Grow with purpose. We are inspired by our higher calling. We fail forward and choose progress over perfection. We are brave, show grit and grow our whole selves.

　　Be Alight. We are a beacon that empowers others. We act with integrity and are real. And we find ways to add joy.

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　　At Alight Solutions, we are reimaging how people and organizations thrive. To deliver on this purpose, we do things differently. From company leaders to our newest colleagues, we all play a role in bringing our values to life. Every colleague shapes how Alight can become better, stronger and brighter – together. With technology as our catalyst and humanity at our core, we advance each day toward a better future in work and life.

　　We understand the powerful human connections that create success for organizations. We bring an industry leader's expertise and a true partner's commitment to our benefits and administration solutions around health, wealth, HR, finance and consumer experience.

　　Are you interested in helping us shape the future of work and life for organizations, people and their families? If so, you've come to the right place.

　　Help us reimagine how people and organizations thrive!

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