Project Coordinator

About Foundant:

At Foundant, we empower mission-driven organizations to manage their data, workflows, and impact with our comprehensive software solutions. From grant management and community foundations to process automation and data collaboration, our combined expertise supports a diverse range of organizations - from nonprofits and charitable entities to corporations and governments.

We’ve created a powerhouse of solutions designed to meet the unique needs of organizations striving to make a difference. Together, we’re setting new standards in innovation, flexibility, and impact management by helping organizations achieve their missions more efficiently and effectively.

Overview

The Project Coordinator is the operational backbone of the SmartSimple Implementation team at Foundant. This role owns the coordination layer that keeps a high-volume, multi-client RFS pipeline moving — from initial scoping through signed order form — so that senior implementers and success managers can stay focused on solution design and client relationships. This is not a configuration or implementation role. Success in this position is measured by pipeline velocity, administrative completeness, and the degree to which the team's senior ICs are freed from coordination overhead.

Where You’ll Work:

• As a remote-first workplace, we believe in offering flexibility and the freedom to work where it suits you best, while staying connected through technology. Our global network of talent is supported by physical office hubs and virtual collaboration, fostering a dynamic environment where innovation and growth thrive.
• With headquarters in Bozeman, Montana (Foundant), Toronto, Canada (SmartSimple), and our EMEA office in Dublin, Ireland, you’ll be part of a globally connected team. Whether you’re working remotely or from one of our office locations, you’ll be contributing to a vibrant, collaborative culture focused on driving meaningful impact across the world.

WhatYou’llDo:

Pipeline and project tracking

• Own the SmartSimple RFS pipeline in Salesforce — maintain accurate stage, owner, target close date, and next-action data across all active items.

• Create and configure Rocketlane projects for new engagements, ensuring each project is set up before the handoff to the implementation team.

• Produce weekly pipeline status reports for leadership, surfacing items at risk of stalling and flagging inconsistencies in stage data.

• Monitor multi-week gaps in stage transitions and proactively surface blockers to the appropriate implementer or success manager.

Order form and contract administration

• Route estimates and order forms to clients for review and signature, tracking status and following up until execution.

• Coordinate with success managers on discount approvals, pricing corrections, and scope clarifications before documents are sent.

• Maintain a complete audit trail of document versions, approval chains, and signature dates for each RFS item.

Client and stakeholder coordination

• Schedule kickoff calls, scoping sessions, and check-in meetings on behalf of senior implementers, managing calendar coordination across time zones.

• Send structured follow-up communications to clients on pending items — information requests, confirmations, outstanding signatures — without requiring implementer involvement in routine exchanges.

• Serve as the first point of contact for scheduling and administrative questions from clients during the pre-implementation phase.

Cross-functional liaison

• Route questions and blockers between Implementation, Sales, and Product, reducing the number of ad hoc coordination threads that pull senior ICs out of delivery work.

• Partner with success managers to ensure smooth handoffs at each stage gate, with all required documentation complete before transition.

• Flag misalignments between the Salesforce pipeline and Rocketlane project status, keeping systems of record in sync.

WhatYou’llNeed:

• 2–4 years in project coordination, operations, or client services — SaaS, professional services, or nonprofit sector experience preferred.

• Demonstrated track record managing multiple simultaneous workstreams in a fast-moving environment.

• Experience with CRM or project management tools; Salesforce and Rocketlane (or equivalent) experience.

WhatYou’llBring to our Team Dynamics:

• Adaptive Achievement: Nothing falls through the cracks — you maintain clean systems, know where every item stands, and distinguish between what to resolve independently versus escalate.
• Productive Collaboration: You follow up proactively, and represent Foundant professionally in client communication.
• Service Orientation: You keep stakeholders informed and aligned, ensuring client needs drive your priorities.
• Business Insight: You learn tools quickly and use systems of record consistently rather than maintaining shadow spreadsheets.
• Active Learning: You adapt quickly to new tools and processes, continuously improving based on feedback and changing needs.

Why You’ll Love Working at Foundant:

• At the heart of everything we do is a commitment to innovation and making a positive impact. Whether you’re working on projects that empower not-for-profits, community foundations, or corporations, your contributions will help drive real-world change.
• We offer competitive salary and benefits, including tuition, and lifestyle reimbursements, and bespoke mindfulness and fitness initiatives.
• With our Flexible PTO policy, you’ll have the freedom to manage your time in a way that supports your personal well-being and professional success.
• We’re committed to your professional and personal development. With our merger, you'll have the chance to collaborate across teams, giving you exposure to diverse ideas, expertise, and projects that span multiple industries.
• As part of a larger organization, you’ll have even more opportunities to grow your career. Whether it’s exploring new roles, leadership opportunities, or shifting to a different department, we support internal mobility to help you achieve your career goals
• You’ll enjoy autonomy and responsibility, empowering you to approach your work creatively and independently, fostering innovation and independent thought.
• Employee recognition is a core part of our culture. When you do a great job, we make sure everyone knows about it!

Foundant is an equal opportunity employer, committed to building a diverse workforce that represents the communities we serve. We welcome and encourage applications from all qualified candidates, and will consider all applicants without regard to race, color, citizenship, religion, sex, marital/family status, sexual orientation, gender identity, Indigenous status, age, disability, or individuals who may require accommodation.

In accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act (AODA), and other applicable legislation, Foundant is also committed to providing accommodations throughout the interview and employment process. Accommodations are available upon request for candidates participating in all aspects of the selection process. If you have accessibility requirements during the recruitment process and require accommodation, please contact [email protected].

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