Change Coordinator/ Document Controller
- Remote, United States
Posted 6 days ago
About the role
About the Job
We are seeking a highly organized Change Coordinator / Document Controller to provide the logistics, coordination, and documentation backbone for change and readiness work across a multi-function enterprise transformation program.
This role is well suited to someone with several years of experience in administration, operations, project coordination, PMO, document control, change management, or similar organizational roles who is comfortable creating structure, coordinating across multiple stakeholders, and keeping complex workstreams organized.
Direct change-management experience is valuable, but strong administrative, operational, or project-management experience may be equally relevant if you have demonstrated the ability to manage documentation, track multiple workstreams, coordinate stakeholders, and work independently.
This is a people- and process-transformation program focused on stakeholder engagement, readiness assessments, and adoption tracking across several business functions. It is not a systems or IT deployment.
Functions on this program will move through readiness and adoption at different paces. The structure you build needs to track each function's status individually while maintaining consistency across the overall program.
Key Responsibilities
- Maintain change-side logistics including scheduling, meeting coordination, agendas, materials, and follow-up
- Coordinate meetings and working sessions across multiple stakeholders, functions, and leaders
- Own and maintain documentation for stakeholder maps, readiness assessments, adoption tracking, action items, and related change materials
- Maintain version control and a clean, organized document repository
- Keep readiness and adoption trackers current as different functions progress through change at different paces
- Support stakeholder and leader-sponsor engagement sessions with meeting logistics, materials, notes, and follow-up
- Track outstanding actions, decisions, dependencies, and documentation needs
- Identify missing, outdated, inconsistent, or unclear information and proactively close documentation gaps
- Support consistent formatting, organization, and structure across function-level change materials
- Build and improve tracking systems, templates, and organizational processes where they do not already exist
- Provide general coordination and operational support across the change workstream as priorities evolve
- Use AI tools to accelerate documentation, organization, meeting preparation, tracking, and administrative workflows
QualificationsRequired
- 3–5+ years of professional experience in administration, operations, project coordination, PMO, document control, change management, executive support, or a related coordination role
- Demonstrated ability to organize and manage multiple priorities, stakeholders, documents, and workstreams simultaneously
- Strong attention to detail without losing sight of the broader objective
- Experience maintaining trackers, documentation, meeting records, action logs, repositories, or similar operational systems
- Ability to create structure and processes from general direction rather than requiring every step to be defined
- Strong written and verbal communication skills
- Strong proficiency with Microsoft 365 and/or Google Workspace
- Experience with SharePoint, Google Drive, Confluence, or similar document repositories
- Comfort working independently in a fast-moving environment with shifting priorities
- Experience working in a consulting, client-services, transformation, operations, or multi-function environment is highly valued
Strongly Preferred
- Experience supporting organizational change, process transformation, readiness, adoption, or business transformation
- Experience coordinating across multiple business functions or stakeholder groups
- Prior PMO, project coordination, or project management experience
- Prior experience working as a 1099 independent contractor or supporting commercial client engagements
- Experience with stakeholder maps, readiness assessments, adoption tracking, action logs, RAID logs, or similar transformation-management tools
- Experience using AI tools such as Claude, ChatGPT, Copilot, Gemini, or similar platforms as a routine part of daily workflow
Important: Candidates do not need to have held the title "Change Coordinator" or "Document Controller." Candidates with strong backgrounds in administration, operations, project management, PMO, executive coordination, or program support are encouraged to apply if their experience demonstrates the organizational and problem-solving capabilities required for the role.
This Role Is NOT
- A role that requires fully defined change processes and templates to be in place before work can begin
- A technical document-control role focused on engineering, software, or systems specifications
- A role limited to maintaining documents without understanding the work those documents support
- A role focused on only one function rather than the broader cross-functional change workstream
- A role for someone who needs constant direction or step-by-step instructions
- A purely administrative role where success is measured only by completing assigned tasks
Preferred Characteristics
- Highly organized: Creates order across people, information, meetings, and competing priorities
- Proactive: Notices gaps, inconsistencies, and upcoming needs before they become problems
- Adaptable: Comfortable working across administration, operations, project coordination, and change-related activities
- Self-directed: Can take general direction and determine what structure or process is needed
- Detail-oriented: Maintains accurate documentation and tracking without becoming overly rigid
- Cross-functional: Comfortable coordinating with people from different teams and at different levels
- Calm under pressure: Can manage shifting priorities and competing requests without losing organization
- Process-minded: Naturally looks for ways to make workflows clearer, more consistent, and more efficient
- AI-enabled: Uses AI tools thoughtfully to improve speed, quality, documentation, research, and day-to-day productivity
- Ownership-oriented: Will step outside a narrow job description when something important needs to get done
Pay: $30.00 per hour
Expected hours: No more than 40.0 per week
Application Question(s):
- This role is open to candidates coming from administration, operations, project management, PMO, document control, change management, or related backgrounds. Briefly describe your professional background and explain which parts of your experience are most relevant to coordinating a complex, cross-functional transformation program.
- Some people do their best work when processes are already clearly defined. Others are comfortable creating structure themselves. Describe a specific example where you were given a general objective but had to determine how to organize the work, documentation, tracking, or process yourself. What did you build?
- Describe specifically how you currently use AI tools such as Claude, ChatGPT, Copilot, Gemini, or similar platforms in your administrative, operational, project-management, coordination, or documentation workflow.
- Describe your experience coordinating work across multiple teams, departments, clients, or business functions. How did you keep information consistent and ensure everyone had what they needed?
Work Location: Remote