Implementation Project Manager

Description

Vantaca just achieved unicorn status with a $1.25B valuation, so it's safe to say we're past the "scrappy startup phase." We're not just building a successful company - we're building the category-defining platform that will transform how an entire industry operates.

Here's the reality of our trajectory:

• Growing 100% year-over-year
• Our AI product (HOAi) went from $0 to millions in months
• Backed by Cove Hill Partners and JMI Private Equity
• 6M+ doors on our platform, displacing legacy systems

We are a winning team that believes in working together to make big ideas happen. We are a collaborative and visionary group that holds ourselves accountable for our results. Our ability to be nurturing and agile allows us to adapt to change and support each other through any challenges that come our way. We are customer-centric, meaning that we put our customers' needs and preferences at the heart of our work. We are authentic game changers that are building something cool and people like it here.

Overview

As an Implementation Project Manager, you are the client relationship owner and central coordinator for the pre-go-live implementation process. You orchestrate a team of specialized Solutions Consultants (Admin, Accounting, Action Items) and the Integration Coordinator to deliver exceptional client onboarding experiences. Your focus is on client relationship management, cross-functional coordination, and ensuring clients are fully prepared and confident for go-live. You will coordinate specialist efforts but will not conduct software training or configuration yourself - instead, you ensure seamless collaboration between specialists and successful handoff to the Customer Enablement team at go-live.

Accountability Key Initiatives

• Client Relationship Experience
• Specialist Team Coordination
• Successful Go-Live Delivery

Expectations for Success

• Client Go-Live Date Accuracy
• Client Satisfaction at Go-Live
• Specialist Coordination Quality
• Client Communication Excellence
• Client Escalation Rate
• Handoff to Customer Enablement Quality
• Client Preparation Score

Responsibilities

Client Relationship Management

• Serve as primary point of contact throughout the pre-go-live implementation process
• Conduct partnership alignment, discovery, and regular project plan calls with clients
• Manage client expectations and provide consultative guidance on implementation approach
• Build trust and confidence through proactive communication and issue resolution
• Conduct owner touchpoint calls to assess go-live confidence throughout process

Specialist Team Coordination

• Coordinate scheduling and deliverables across Admin, Accounting, and Action Items Solutions Consultants
• Work with Integration Coordinator to ensure banking, payment, and third-party integrations are ready
• Partner with Data team on migration scheduling, data quality validation, and import coordination
• Facilitate handoffs between specialist teams and ensure continuity of client experience
• Monitor specialist work quality and timeline adherence across all functional areas

Project Planning & Execution

• Develop and manage detailed project plans with specialist input and coordination
• Monitor progress across all specialist workstreams and maintain overall timeline
• Proactively identify potential issues and coordinate solutions across specialist teams
• Ensure all pre-go-live deliverables are completed and validated before go-live

Process Improvement & Innovation

• Gather feedback from clients and specialist teams to improve coordination processes
• Identify opportunities to enhance PM coordination and specialist collaboration
• Leverage AI tools for project tracking, client communication, and coordination optimization
• Explore AI applications for predictive project management and automated status reporting

Transition Management

• Ensure smooth transition from Sales team with complete client context and expectations
• Coordinate comprehensive handoff to Customer Enablement team at go-live
• Provide detailed client documentation and specialist insights to CES team
• Validate client readiness for post-go-live adoption and optimization phase

Cross-Functional Collaboration

• Partner with Data team on migration timelines and quality validation
• Coordinate with Integration Coordinator on technical setup and testing
• Work with all specialist teams to ensure integrated delivery approach
• Collaborate with Customer Enablement team on handoff preparation and client transition

Requirements

Required Experience:

• Bachelor's degree or equivalent experience in project management, business administration, or related field
• Minimum 2-3 years of project management experience, preferably in SaaS implementation
• Proven experience managing complex projects with multiple stakeholders and specialists
• Strong background in client relationship management and expectation setting

Core Competencies:

• Exceptional communication and presentation skills with clients and internal teams
• Advanced project management and cross-functional coordination capabilities
• Strong organizational skills with ability to manage multiple complex implementations simultaneously
• Proven problem-solving abilities and consultative client approach

Technical Skills:

• Strong technology background with understanding of SaaS platforms and integrations
• Advanced Excel skills and project management tool proficiency (Rocketlane, Asana, etc.)
• Comfort with AI tools for project management, communication, and process optimization
• Data management skills and ability to interpret client requirements

Client Management Skills:

• Excellent public speaking and meeting facilitation abilities
• Professional, positive, and constructive communication style
• Ability to build trust and confidence with clients throughout implementation
• Experience managing client expectations and delivering difficult conversations when necessary
• Openness to AI-enhanced client communication and relationship management tools

Core Values

• Always Growing: Likes change and enjoys finding new ways to improve their knowledge and the product. Always ready to learn quickly, helping themselves and the team grow.
• Win as a Team: Builds trust and works together by making sure everyone communicates well. Actively involved in daily work, working closely with the team, listening to their ideas, and celebrating successes together.
• Accountability Starts with Me: Notices problems and takes personal action to solve them.
• Unwavering Commitment to Customer Experience: Regularly talks to customers, taking personal responsibility to understand what they need, address concerns, and make their experience better with improved Vantaca processes.
• Innovate Boldly: We challenge the status quo and push boundaries to create meaningful change. We act with urgency and purpose, knowing that innovation drives our success.

Why You Should Join Our Team

• Our eNPS is +68! (Google it, that is great).
• Benefits: Medical, Dental, and Vision kick in day one.
• Unlimited PTO (with a requirement for employees to take a minimum of one continuous week per year).
• 401K with Company Match.
• Remote Flexible - come to the office when needed.
• Great parental leave benefits.
• Named on Inc 5000 list of America's Fastest Growing Private Companies.
• Named on Inc 5000 Vet 100 Private Companies list multiple years in a row.
• Winner of Coastal Entrepreneur Award, Technology Category.
• Active employee-led Culture Committee.
• Ongoing industry and professional development trainings available to all employees.
• Multiple leaders on the executive committee recognized as 40 under 40 recipients for contributions to business and community.
• We're playing offense to win! Our product market fit and our world-class employees make us the leader in our space. We're building something cool and people like it here.

We receive many resumes for our open positions and each one is reviewed by a human being on our recruiting team. We will compare your background with the qualifications and requirements for the position.

If you are selected for an interview you will receive an e-mail from someone on our recruiting team with an @vantaca.com email address. It may take some time for us to review all of the applications so give us some time to respond. We appreciate your interest in this role.