Project Intake Coordinator

Armanino LLP•Chicago, IL

23h

About The Position

At Armanino, you determine your career path. This means it's possible to pursue challenges you are passionate about, in industries you care about. The Project Intake Coordinator is responsible for facilitating the initial setup and onboarding of new projects. This role serves as the first point of contact for customers following contract execution and ensures a seamless transition into implementation. The coordinator partners closely with the Practice Manager to define preliminary project timelines, allocate resources, and ensure all intake documentation, tools, and systems are properly configured before formal project kickoff. In addition to intake responsibilities, this role is expected to provide interim Project Manager coverage when needed (e.g., parental leave, medical leave, temporary capacity gaps). This individual must be capable of managing active projects independently and maintaining continuity of service for customers. This role is critical to ensuring projects begin efficiently, accurately scoped, and positioned for success — while also providing operational flexibility within the PMO.

Requirements

Minimum 3 years of experience in project coordination, project management, implementation, or consulting roles.
Demonstrated ability to independently manage projects end-to-end.
Strong organizational and documentation skills.
Experience managing multiple workstreams simultaneously.
Excellent written and verbal communication skills.
Proficiency with project management tools and Microsoft Office Workspace.
Ability to assess timelines and resource capacity logically and proactively.

Responsibilities

Serve as the primary point of contact for customers at project initiation.
Conduct project intake meetings to gather requirements, scope details, timelines, and key stakeholder information.
Create and maintain initial project documentation (OneNote, intake forms, system entries).
Establish project records in project management systems (UKG Ready, Smartsheet, OneDrive.).
Confirm scope alignment with sales documentation and signed agreements.
Identify dependencies, risks, and implementation readiness requirements.
Guide customers through early implementation tasks and required documentation.
Communicate next steps, milestones, and expectations clearly.
Ensure all required intake materials are collected prior to formal project kickoff.
Coordinate scheduling for kickoff meetings.
Develop high-level implementation timelines based on scope and complexity.
Partner with the Practice Manager to assess capacity and assign project resources.
Track resource allocation to ensure balanced workload distribution.
Escalate timeline or staffing conflicts proactively.
Provide full Project Manager coverage during temporary absences (e.g., parental leave, medical leave, workload overflow).
Assume ownership of active project plans, timelines, stakeholder communication, and risk management.
Lead customer meetings and maintain regular status reporting.
Ensure project milestones and deliverables remain on track during coverage period.
Support smooth transition back to assigned PM upon return.
Alternatively, if project is completed prior to PM return, transition client to UKG Support based on guidelines.
Liaise between Sales, Implementation, and Operations teams to ensure accurate project handoff.
Ensure clarity around deliverables, scope boundaries, and assumptions.
Support continuous improvement of intake workflows and documentation processes.
Maintain intake pipeline visibility and status tracking.
Provide reporting on project inflow, start dates, and resource utilization.
Identify bottlenecks in intake and recommend process improvements.