Provides coordination and administrative support for an Oracle Cloud stabilization program. Responsibilities include scheduling meetings, preparing agendas, documenting decisions and action items, maintaining project trackers and artifacts, supporting issue and work order tracking, monitoring vendor invoices and contract financials, coordinating deliverables and deadlines, and assisting with team and vendor onboarding.
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
• 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.
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