Workflow Coordinator

Job details:

Job title: War Room Program Coordinator and Automator

Location: Remote Role, Santa Clara preferred

Duration: 06 months (Possibility of extension)

Pay rate: $49.29/hr. on W2

Work Schedule:

Part Time – Monday-Friday, 20 hours per week

Flexible with availability between 7:00 AM – 6:00 PM PST

Job Description:

Contractor will support logistics set up automation

• We’re looking for a high-performing War Room Program Coordinator, Facilitator & Workflow Automator to lead the operational transformation of our internal “War Room” initiative—a strategic program that accelerates high-value enterprise deals through structured, cross-functional collaboration.
• This is not a traditional coordination role. We need someone who thrives in dynamic environments, can manage scheduling and communication across time zones, and—most importantly—can build AI-enabled workflows and automate manual processes. Your mission will be to evolve the program into a streamlined, self-reinforcing engine that scales with minimal friction.

Key Responsibilities

End-to-End Program Coordination

• Manage intake flow: review deal submissions, qualify opportunities, and triage next steps
• Schedule War Room sessions across global time zones (7 AM to 5 PM PST)
• Adjust meetings, resolve conflicts, and actively communicate with participants via Slack/email
• Coordinate across field sellers and internal stakeholders to ensure participation and prep
• Attend meetings to ensure they run smoothly, next steps are captured / pointed out, etc.

Workflow Automation & AI Enablement

• Design and implement automated workflows to streamline intake, scheduling, follow-up, and reporting
• Integrate and manage AI transcription tools, CRM connectors, scheduling platforms, and Slack bots
• Reduce manual overhead by developing repeatable systems for communication and task tracking
• Session Support & Follow-Through
• Ensure sessions are organized, recorded, and well-documented
• Distribute post-session notes and AI-generated summaries
• Launch dedicated Slack channels and track all follow-up actions through completion

Reporting & Analytics

• Build and maintain dashboards and reports in Excel, Salesforce, and Tableau
• Provide visibility into program performance (volume, conversion, impact)
• Identify bottlenecks and surface insights to improve program strategy

Experience:

• Minimum 2 - 4 years of professional experience
• Strong program or project operations background, ideally in sales, GTM, or customer-facing environments
• Proven ability to automate workflows using tools like Zapier, Make (Integromat), Salesforce Flows, or AI integrations
• Advanced proficiency in Excel, Salesforce, and Tableau (or similar BI/reporting platforms)
• Outstanding communication and coordination skills, especially in time-sensitive environments
• Comfortable working independently, proactively solving problems, and continuously improving systems
• Willingness to work flexibly across global time zones

Bonus Experience

• Exposure to sales processes, deal desks, or large-scale field engagement programs
• Familiarity with AI tools for transcription, summarization, or process automation
• A background in systems/process consulting, business operations, or workflow design

Kind Regards,

________________________________________________

Gurvinder Singh | Sr. Technical Recruiter | Staffing

Tech Observer

: (201) 500-9357

: gurvinder@tech-observer.com

: www.tech-observer.com