Program Coordinator / Document Controller (Contract)

We are seeking a Program Coordinator / Document Controller to provide the scheduling logistics, tracker maintenance, and document control that keep a multi-function enterprise transformation program organized and auditable. This is a people- and process-transformation program — governance stand-up, reporting cadence, and cross-function tracking — not a systems or IT deployment. The documentation and logistics you'll own support that kind of organizational work, not a technical rollout. The program is confirming scope function by function rather than starting from a single fixed plan, so the tracking and document-control structure you build needs to flex as that detail lands, not wait for a finished blueprint. Key Responsibilities Maintain scheduling logistics — meeting coordination, calendar management, and cadence support across a multi-function governance structure Own tracker maintenance across trackers, dashboards, and reporting inputs, keeping them current as functional detail is confirmed Maintain central document control: repository structure, version control, and naming conventions Support meeting logistics for governance and reporting cadence — agendas, materials distribution, and follow-up capture Maintain accurate historical records across a program with several concurrently moving parts Support integration of externally delivered materials into the program's document repository Flag documentation or tracking gaps proactively rather than waiting to be asked Produce clean, consistent reporting inputs on a set cadence Qualifications 2–4+ years of program coordination, document control, or scheduling logistics experience in a consulting, PMO, or multi-workstream transformation environment Experience supporting organizational or process transformation work — not solely technical/IT project documentation Prior experience working as a 1099 independent contractor or on commercial client engagements Comfort building and maintaining structure (trackers, repositories, naming conventions) from a partially defined mandate Strong proficiency with Microsoft 365 / Google Workspace, SharePoint or similar document repositories, and standard tracking tools (Excel, Smartsheet) High attention to detail without needing every process fully defined before acting Experience using AI tools such as Claude, ChatGPT, Copilot, Gemini, or similar platforms as a routine part of daily workflow This Role Is NOT A role that requires fully defined processes and templates in place before it can begin A technical document control role for engineering or systems specifications A role limited to pure data entry with no ownership of the structure behind it A role for someone who needs constant direction rather than building order from general guidance Preferred Characteristics Highly organized without being rigid — builds structure that serves a moving program rather than forcing the program to fit a template Comfortable holding several trackers and documentation threads at once without losing accuracy Proactive about flagging gaps in documentation or scheduling before they become visible problems Calm under a fast pace with frequently shifting priorities AI-enabled by default: uses AI tools to accelerate tracking and documentation work, not as an occasional add-on Application Question(s): Some people do their best work with clearly defined processes already in place. Others are comfortable building the tracking and documentation structure themselves as a program evolves. Describe honestly which fits you, with a specific example. This role requires routine use of AI tools in daily work. Describe specifically how you currently use AI tools (such as Claude, ChatGPT, Copilot, Gemini, or similar) in your coordination and documentation workflow. This role supports organizational and process transformation work — not a technology rollout. Describe your experience maintaining trackers, schedules, or document repositories for organizational change work specifically, as opposed to technical/IT project documentation. Describe a specific instance where you noticed a documentation, scheduling, or tracking gap before anyone asked you to look for one — and fixed it. What did you notice, and what did you do? Describe your experience keeping several trackers, calendars, or document repositories accurate and current at the same time, across a program with multiple moving parts. Describe a time you were asked to set up coordination or documentation structure with only general direction, not a detailed spec. What did you build, and how did you validate it was working? Detail orientation matters in this role, but so does keeping pace with a fast-moving program. How do you balance accuracy with speed when priorities shift? This is a 1099 independent contractor role. Hours are driven by client demand and are not guaranteed week to week. Payment is invoice-based on a Net-45 cycle. Have you worked as a 1099 independent contractor before? If yes, briefly describe the engagement. If no, describe how you would approach the financial planning this model requires. Describe a specific time you took on work that wasn't technically your responsibility because it needed to get done. What was the situation, and why did you step in? Work Location: Remote