Job Description

Company Description

At Kofile, we believe that government has infinite potential to do good and that all information residing within local governments should be preserved, digitized, and made available to all their employees and citizens. We partner with government agencies nationwide to help them meet their citizens’ needs by preserving the integrity and content of paper documents to ensure they will be available for use forever and modernizing information management through digitization and access systems.

Kofile has been a market leader in serving local governments for the last 10 years. We help local governments modernize operations and improve citizen access and engagement. Our solutions include a full suite of premium and software for record retention and recording applications. The company and its culture are built entirely around putting customers first. Our 3,000+ customers cover nearly half of the U.S. population, and customer loyalty is unsurpassed in the industry.

Job Description

The Project Manager (PM) serves as the primary owner and customer point of contact for assigned accounts throughout the Service Delivery lifecycle. This role is responsible for coordinating resources, managing schedules, facilitating communication, and maintaining project governance. The PM ensures customer requirements are documented and approved and drives successful project delivery from contract transition through final invoicing and closeout. You will work closely with internal teams, external partners, and customers to ensure projects are delivered on time, within scope, and in alignment with quality expectations. This role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities and Duties

• Serve as the primary point of contact for assigned customers from project initiation through closeout.
• Facilitate customer kickoff meetings, requirements sessions, status calls, and project reviews.
• Maintain proactive communication with customers and stakeholders regarding project status, risks, dependencies, and milestones.
• Create and maintain project specifications, schedules, risks, issues, and action items.
• Maintain project records and documentation within QuickBase.
• Ensure all project deliverables adhere to Service Delivery standards and procedures.
• Coordinate resources and ensure alignment across teams and departments.
• Track project milestones, identify risks, and escalate issues as needed.
• Assist in preparing reports, documentation, and updates for stakeholders.
• Obtain customer approval of specifications, schedules, and production samples.
• Support budgeting and resource planning activities.
• Collaborate with cross-functional teams to meet deliverables and client expectations.
• Help maintain project documentation, project database, invoicing accuracy, change order records, and create and maintain project requirements/specifications.
• Provide general project support and contribute to the continuous improvement of project processes
• Own cross-functional leadership across Operations, Logistics, Intake, Order Management, TPMs, Sales, and Finance.
• Support change order management and scope validation.
• Assist with volume reconciliation, invoicing preparation, and closeout activities.

Qualifications

• Bachelor’s degree in business, communications, or a related field
• 2–4 years of project management experience or equivalent combination of education and experience
• Experience working in cross-functional environments and managing multiple priorities
• Experience defining and documenting detailed requirements and technical specifications for preservation, imaging, indexing, microfilm, and digital platforms
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); Excel formulas and tracking tools preferred
• Strong communication, problem-solving, and organizational skills
• Ability to manage tasks independently while working collaboratively across teams
• Adaptability in a fast-paced, changing environment

Preferred Skills

• PMP or CAPM certification
• Experience with Kofax, Quickbase, Microsoft Project
• Experience with ERP systems, particularly NetSuite
• Experience in document management, production, or digital services environments
• Knowledge of process improvement or Lean methodologies a plus

Additional Information

Benefits:

As a full-time employee, you will receive access to the following benefits

• Leadership and career development opportunities
• Low cost insurance (medical, dental, vision, life & disability)
• 401(k) plan (company matching)
• Paid holidays
• PTO
• Paid maternity & paternity leave
• Educational assistance
• Business casual environment