WeSoftYou is looking for a detail-oriented and proactive Outstaff Coordinator to support our delivery operations, ensuring smooth communication between clients, teams, and internal stakeholders. This role is at the intersection of people management, client relationship coordination, and delivery support. You will work closely with Delivery Managers, HR, and C-level leadership to maintain high client satisfaction and team engagement.
Responsibilities: 1. Employee Management & Support: * Organize and facilitate 1-on-1 meetings with employees, documenting outcomes and sharing with Delivery Manager. * Prepare structured performance and engagement notes for Delivery Manager’s reviews. * Support team motivation and coordination, ensuring healthy communication and conflict resolution. * Monitor risks of burnout, dissatisfaction, or underperformance, and coordinate with HR/DM on action plans and replacements if needed.
2. Meeting Planning & Facilitation: * Run weekly syncs with teams and/or clients. * Coordinate and schedule meetings, preparing agendas in advance. * Record and track action items during calls. * Update unified project tables with project statuses and follow-ups.
3. Client Relationship Management (updates & milestones): * Prepare structured client update reports (progress, risks, milestones). * Track client birthdays, holidays, and key milestones, coordinating recognition activities and gift deliveries. * Maintain warm and professional relationships through proactive communication.
4. Internal Reporting & Delivery Assistance: * Post weekly reports in Slack channels, tagging relevant stakeholders. * Assist Delivery Managers with planning calls: prepare agendas, notes, action items, and follow-ups. * Support in compiling project health reports and performance overviews. * Prepare and send monthly client reports and follow-up messages.
5. Feedback & Continuous Improvement: * Collect and organize client NPS feedback. * Analyze responses and prepare insights for Delivery Manager and C-level. * Suggest improvements based on recurring patterns in feedback.
6. Risk Management: * Identify, document, and assess potential risks with mitigation plans. * Maintain and update the Risk Register. * Monitor execution of mitigation actions, ensuring alignment with project priorities.
7. Client Communication & Engagement: * Maintain updated stakeholder lists and client contact information. * Prepare agendas for all client meetings (syncs, demos, reviews). * Monitor client LinkedIn profiles to better understand business context. * Coordinate recognition of corporate/personal events to strengthen relationships.
8. Flexibility & Process Improvements: * Efficiently switch between multiple projects and tasks, maintaining high productivity. * Support internal initiatives such as KPI analysis and process improvements.
✅ Requirements: * 1+ year of experience in account management, outstaff coordination, or project support (in IT outsourcing/outstaffing). * Strong organizational skills with the ability to manage multiple tasks and projects simultaneously. * Excellent communication skills in English (both written and spoken). * Experience with client-facing communication and maintaining long-term business relationships. * Familiarity with risk management practices, reporting, and feedback collection. * Skilled in using collaboration and productivity tools (e.g., Jira, Notion, Slack, Google Workspace, CRM systems). * Familiarity with NPS methodology and client satisfaction frameworks. * High emotional intelligence, ability to handle sensitive conversations, and maintain team motivation. * Proactive mindset with attention to detail and accountability for deliverables.
What we offer: Professional Growth opportunities: — Ambitious goals and interesting projects; — Regular & transparent performance review and feedback process; — Possibility for both vertical or horizontal growth (in case you want to try a different path).
Benefits program — 18 working days of fully paid vacation; — Coverage of taxes and free tax reporting support by our Financial department; — Help with individual entrepreneurs’ questions and accounting support; — Financial support and additional days off for various occasions (e.g. marriage, childbirth, etc.); — Speaking Club to practice and improve English; — Online sports activities to stay active and healthy.
Comfortable Working conditions — Flexible working hours; — Provision of required equipment; — Remote working model.
