Product Operations Coordinator

Product Operations Coordinator Strategic Programs

Product Strategy & Operations

Department: Product Product Strategy & Operations

Reports To: Sr. Director, Product Strategy & Corporate Development

Location: Hybrid Must work US Central business hours (minimum 9am-1pm CT overlap)

Employment Type: Full-Time

Level: Mid-Level (3-5 years experience)

About the Role

We are looking for a Product Operations Coordinator who combines strong program management skills with operational data coordination capabilities.

This role has two primary dimensions: managing complex product assimilation and migration programs across cross-functional teams, and owning the data coordination processes that ensure Product Leadership has visibility into initiative performance, roadmap health, and operational effectiveness.

On the program side, you will manage multi-workstream assimilation programs for acquired products, coordinating across engineering, customer success, sales, and support to ensure customer migrations are executed smoothly. You will also own product sunset and end-of-life programs.

On the data coordination side, you will own initiatives to centralize product performance data and maintain the Product Manager / Product Owner feedback loop that surfaces operational insights to leadership. This is not a deep analytics role you will coordinate and synthesize data rather than design and build dashboards or write SQL. You should be comfortable working with data and presenting findings, but the emphasis is on program execution, operational synthesis, and ensuring that data and insights are useful to intended audiences, rather than technical data engineering.

Key Responsibilities

Assimilation & Migration Program Management

• Serve as the program manager for acquired product assimilation initiatives, coordinating cross-functional workstreams including engineering migration, customer communication, support readiness, and sales enablement.
• Own customer auth migration project, tracking milestones, dependencies, and stakeholder deliverables.
• Manage product sunset and end-of-life programs, ensuring customer migration timelines are met and cross-functional teams are aligned on execution.
• Create and maintain assimilation status dashboards and reporting cadences for stakeholder visibility.
• Develop and document a repeatable assimilation playbook that captures lessons learned and establishes a framework for future acquired product integrations.

Initiative Performance & Data Coordination

• Own the monthly roadmap review meeting, ensuring initiative data is current and leadership has the information needed to make priority decisions.
• Manage the initiative tracking process, ensuring all active initiatives are properly established with status updates, timeline clarity, and resource allocation visibility.
• Partner with Product Managers to ensure initiative goals have measurable success criteria and that performance data is being captured from initiative kickoff.
• Centralize initiative performance data into a unified view and surface results to Product Managers and Product Leadership on a recurring cadence (monthly or quarterly).
• Coordinate assimilation-related data sourcing and analysis, synthesizing findings for stakeholder reporting.

Operational Feedback & Communication

• Maintain a structured, recurring feedback loop with Product Managers to surface operational pain points, process improvement opportunities, and enablement needs. Synthesize themes into actionable recommendations for Product Leadership.
• Maintain a regular operational touchpoint with the Product Leadership Team to surface blockers, align on priorities, and ensure Product Operations work remains calibrated to leadership needs.
• Partner with the Release & Delivery Coordinator to ensure cross-functional alignment on commercialization activities related to assimilation products.

Required Qualifications

• Bachelor's degree in related field or equivalent combination of education and experience.
• 3-5 years of experience in program management, project management, or product operations within a technology or SaaS environment.
• Demonstrated experience managing complex, multi-workstream programs with cross-functional stakeholders (engineering, customer success, sales, support, marketing).
• Strong facilitation skills you can run productive meetings that drive decisions and accountability.
• Ability to synthesize operational patterns and feedback into clear, actionable themes for leadership consumption.
• Comfort working with data: you can interpret dashboards, track metrics, and present findings even if you are not building the underlying data infrastructure yourself.
• Excellent stakeholder management skills you can drive accountability across teams without positional authority.
• Strong written communication: you can create status reports, dashboards, and presentations that tell a clear story.
• Experience with risk identification, mitigation planning, and escalation in program management contexts.
• Ability to work US Central business hours with consistent availability for live meetings.
• Comfort operating with ambiguity some of these processes are being built for the first time.

Preferred Qualifications

• Experience with M&A integration, product migration, or customer migration programs.
• Background in B2B SaaS product operations or program management.
• Familiarity with initiative performance tracking and OKR/goal frameworks.
• Experience building playbooks or operational frameworks from scratch.
• Familiarity with Atlassian tools (Jira, Confluence) for project tracking and documentation.
• Exposure to insurance technology, financial services technology, or similar regulated industry software.
• PMP certification or equivalent program management credentials.
• Experience facilitating structured feedback mechanisms (surveys, retrospectives, operational reviews).

Tools & Technologies

You will work daily with Jira and Confluence for project tracking and documentation, Salesforce for CRM and customer context, Microsoft 365 (Teams, Outlook, PowerPoint, Excel) for communication and reporting, and Tableau/Snowflake for data access and review. Experience with AI productivity tools (e.g., Claude) is a plus. Note: this role coordinates and synthesizes data rather than building technical data infrastructure.

What Success Looks Like

First 90 Days

• Take over program management for the primary acquired product assimilation initiative, with a clear status dashboard, stakeholder map, and communication cadence established.
• Own product re-platforming project with active milestone tracking.
• Own the monthly roadmap review meeting with initiative data current and accessible.
• Establish the PM feedback loop mechanism (survey, structured 1:1s, or similar) with initial themes documented.
• Build working relationships with key cross-functional stakeholders across engineering, customer success, and sales.

6-12 Months

• Advance the primary acquired product assimilation to defined milestones, with customer migration on track.
• Complete assigned product transition and sunset programs on schedule.
• Deliver a documented, repeatable assimilation playbook capturing process, stakeholder roles, timeline templates, and lessons learned.
• Deliver a unified initiative performance view that Product Leadership reviews on a recurring cadence.
• Evolve the PM feedback loop into a quarterly operational themes report with specific, actionable recommendations.

About the Team

The Product Strategy & Operations team sits at the intersection of strategic portfolio management and operational execution within Zywave. We partner closely with Product Management, Engineering, and cross-functional stakeholders to ensure the Product organization can deliver value to customers efficiently.