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Description
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The Situation
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
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Schedule and coordinate meetings across internal teams, vendor partners, and steering committee members.
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Prepare meeting agendas in advance and distribute materials to participants.
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Capture meeting minutes, decisions, and action items in real time.
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Distribute notes and action items to attendees promptly following each meeting.
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Track action item status and follow up with owners to ensure nothing is missed.
Project Artifact Management
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Maintain and update project documentation including trackers, logs, status reports, and schedules.
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Ensure project artifacts are current, organized, and accessible to the team.
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Support the PM in maintaining the consolidated issue and work order inventory.
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Assist with preparing materials for steering committee meetings and leadership updates.
Financial Tracking and Invoice Support
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Support tracking of contract financials including hours consumed, budget utilization, and vendor billing against allocations.
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Assist in reviewing vendor invoices for completeness, accuracy, and alignment with contract terms.
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Flag discrepancies or questions for PM and leadership review.
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Maintain financial tracking logs and assist in preparing summary reports.
General Program Support
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Coordinate logistics for internal and vendor-facing meetings including room bookings, virtual meeting setup, and participant communications.
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Assist the PM in tracking deliverables, milestones, and deadlines across workstreams.
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Support onboarding of new team members or vendors by preparing orientation materials and coordinating access.
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Handle general administrative needs that support smooth program operations.
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Top Skills
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Required
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Strong organizational skills and attention to detail — this role lives and dies by follow-through.
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Experience supporting project teams in a coordination or administrative capacity.
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Comfortable managing multiple workstreams and priorities simultaneously without losing track of details.
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Proficient with productivity tools — Microsoft Office, Teams, SharePoint, and similar platforms.
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Clear, professional written and verbal communication skills.
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Ability to take initiative and work independently once direction is given.
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Beneficial but Not Required
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Experience supporting enterprise software or ERP implementations.
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Familiarity with project coordination tools such as Smartsheet, Jira, or similar.
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Public sector or government experience.
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Experience reviewing vendor invoices or tracking contract financials.
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