Project Coordinator, Sage X3 ERP Implementation at Food For Education

Why we need this role

• Key ongoing projects, i.e the ERP (Sage X3), Data Project, and Tap2Eat V2 programs, plus broader PM-office coordination specifically for Sage X3. Our project manager is dedicated at 50% and also runs the Steering Committee. The implementation partner has a full-time Project Manager. We need a coordinator to support the project manager in tracking Milestones, governance materials, closing open action items, and supporting stakeholder engagement.  This is to allow the project manager to focus on delivery.

Key Responsibilities
Project coordination & tracking

• Maintain project plans, milestone trackers, and charters for ERP and TAP V2; flag slippage/dependencies early.
• Own the RAID log for both programs; follow up to closure.
• Support the ERP–V2 Technical Working Group with scheduling, pre-reads, follow-through.
• Coordinate UAT logistics, including scheduling, participants, and the defect log
• Coordinate training logistics, including scheduling, attendance, and materials
• Maintain document control for plans, specifications, sign-offs, and approvals

Governance & meeting support

• Schedule/prepare agendas for SLT touchpoints, ERP/V2 Programme Committee, and external partner sessions.
• Structured notes, decisions, action items tracked to completion.
• Act as Steering Committee support: pre-reads, minutes, decision log, and follow-up on actions between meetings
• Keep a single register of dependencies between Sage X3 and our other technology initiatives
• Track department readiness checklists through to sign-off

Reporting & documentation

• Maintain Project Charter and Weekly Status Report (F4E templates) for both programs, keeping charter and execution tracking separate.
• Consolidate weekly status for PM, SLT, and Fractional CIO.

Stakeholder liaison

• Day-to-day contact for Finance/ERP committee, V2 tech team, external partners.
• Coordinate site-visit and working-session logistics.

Broader PM office support

• Support the PM on other cross-functional coordination under the CIO engagement.
• Help refine/right-size F4E's lightweight PM templates (charter, status report).

What they will not do
Own the plan, make functional or finance decisions, manage the implementation partner, or perform configuration, data migration, or testing sign-off.

What we need in a candidate

• Three or more years coordinating ERP or similar enterprise system implementations
• Hands-on Microsoft Project skills. They must be able to read, understand and maintain a live schedule.
• Experience supporting a steering committee or similar governance forum, including minutes and decision logs
• Strong written English. Their minutes and status reports go to the CFO and CIO.
• Willing and able to chase senior staff and vendor staff for overdue inputs. 
• Available for occasional early-evening calls to overlap with a US-based CIO