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War Room Program Coordinator, Facilitator & Workflow Automator

War Room Program Coordinator, Facilitator & Workflow Automator

Cypress HCMSanta Clara, CA, US
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Job Description

Job Description

War Room Program Coordinator, Facilitator & Workflow Automator

  • Part time – 20 hours per week

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
  • Qualifications :

  • 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
  • Compensation : $35 - $49.30 per hour

    ID# : 1431287

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    Program Coordinator • Santa Clara, CA, US