Head of Project Management

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.

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.

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.

Track project milestones, identify risks, and **escalate issues** as needed.

Obtain customer approval of specifications, schedules, and production samples.

Support budgeting and resource planning activities.

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.

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

Ability to manage tasks independently while working collaboratively across teams

PMP or CAPM certification

Experience with Kofax, Quickbase, Microsoft Project

Experience in document management, production, or digital services environments

Knowledge of process improvement or Lean methodologies a plus

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

Low cost insurance (medical, dental, vision, life & disability)

Paid holidays

Business casual environment

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