Systems Coordinator (implementation)

ROLE PURPOSE

Xzibit is undertaking an ERP/systems replacement project, transitioning from our existing complex systems. This role provides dedicated project support to the Project Lead throughout discovery, design, configuration, and go-live phases. The role is responsible for maintaining momentum, managing contractor and stakeholder coordination, and ensuring the implementation is delivered with rigour and commercial discipline.

KEY RESPONSIBILITIES

Project Coordination 

• Maintain and update the systems implementation project plan, risks, and milestone tracking


• Coordinate across internal stakeholders to capture business requirements and validate proposed solutions


• Prepare and manage documentation including requirements specifications, briefs, evaluation matrices, and decision logs - as directed by the Project Lead.


• Facilitate change management planning, including training needs analysis and internal communication - as directed by the Project Lead.

Vendor & Technical Liaison

• Act as primary day-to-day liaison with the selected ERP vendor, implementation partner  and all stakeholders - internal and external - for comms


• Coordinate UAT, data migration, and integration activities - as directed by Project Lead.


• Identify and escalate risks, issues, and scope creep to the MD promptly


• Ensure the implementation brief addresses integration specifications, user landscape, and budget parameters - in consultation with Project Lead

Internal Stakeholder Support

• Support department heads in mapping current workflows and identifying future-state requirements - admin focus


• Provide structured progress updates to the MD and leadership group - reporting


• Contribute to post-go-live review and documentation of system processes and training materials - reporting and documenting

KEY COMPETENCIES

• Strong project management methodology — Agile, Waterfall, or hybrid


• Experience managing ERP or business systems implementations


• Ai experience including process and task automations


• High attention to detail and documentation discipline


• Ability to translate operational needs into system requirements


• Effective stakeholder management across varied seniority levels


• Independent worker comfortable with ambiguity and a lean project team