Regional Portfolio Coordinator

Role Overview

The Regional Portfolio Coordinator provides comprehensive administrative and operational support to the Regional Portfolio Head, Engagement Managers, and the broader Customer Success and project teams. Reporting directly to the Billing & Resourcing Manager, the role ensures that regional projects are coordinated efficiently and delivered with excellence through process optimization.

The coordinator plays a key role in maintaining compliance, managing accurate documentation, and optimizing financial and resource tracking to support precision and transparency.

Role Summary

The Regional Portfolio Coordinator is essential to the smooth operation of projects and accounts, managing responsibilities that include scheduling, documentation oversight, financial tracking, and resource coordination. The role supports compliance with internal systems and processes including QPulse, NetSuite, Monday.com, and OpenAirand facilitates effective project tracking, resource management, and financial oversight.

Essential Duties & Responsibilities

• Project Coordination: Assist with regional project coordination, working closely with Engagement Directors and Managers to manage timelines, track milestones, and ensure compliance with project protocols. Proactively support on-time, in-scope delivery by coordinating resources, documentation, and stakeholder communication. Use NetSuite, Monday.com, and OpenAir to track progress, maintain accurate records, and report project status.
• Account, Project Billing & Resourcing: Support Engagement Directors and Managers with project budgets and financial tracking, including billing and forecasting in accordance with internal processes and systems. Collaborate with regional teams to coordinate resources and ensure project teams have the support needed to meet their commitments.
• Administrative Support: Provide high-level administrative support, including scheduling meetings, preparing reports, and coordinating communications across teams. Ensure the accuracy and completeness of system-generated meeting minutes, action items, and follow-up tasks. Maintain current documentation that supports clear communication, accountability, alignment, and timely completion of deliverables.
• Documentation Management: Organize and manage project documentation so that files are complete, accurate, accessible, and maintained in accordance with regulatory and company standards. Support study-file completeness and audit readiness through proactive document management and regular compliance reviews.
• Process Support, Setup & Resource Onboarding: Collaborate with the Regional Portfolio Head and Billing & Resourcing Manager to improve regional efficiency through process enhancements. Lead new process setup, align workflows with company goals and tracking systems, develop clear work instructions, and assist with onboarding and systems training for new Customer Success resources.
• Project Setup & Data Accuracy: Set up projects in OpenAir, ensuring that project information is accurate and aligned with contract terms. Maintain reliable data to support project delivery, business reporting, financial oversight, and decision-making.
• Seamless Business Continuity: Collaborate with cross-regional counterparts to maintain consistent operations and support the global team during absences or peak workload periods. Adapt quickly to regional needs and align with local processes within the global Customer Success framework.

Core Competencies

• Organizational Skills: Strong ability to manage multiple tasks and projects simultaneously with accuracy and attention to detail.
• Communication: Excellent written and verbal communication skills, with the ability to coordinate effectively with a range of stakeholders.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to anticipate challenges and address them proactively.
• Adaptability: Ability to thrive in a fast-paced environment while managing competing priorities with efficiency and composure.
• System Expertise: Proficiency in key internal systems, including NetSuite, OpenAir, Monday.com, and Salesforce, with the ability to navigate and optimize these tools and train others in their use.

Experience & Education Requirements

• Bachelors degree in Business Administration, Project Management, or a related field.
• Two to three years of experience in an administrative or project coordination role, preferably in a Customer Success or project management environment.
• Proficiency in project management and financial tracking software, such as NetSuite and OpenAir.
• Experience managing documentation and supporting financial processes in a professional setting.