SmartSheet Migration & Re-Architecture Specialist

Role: SmartSheet Migration & Re-Architecture Specialist

Location: Remote

Duration: 6+ month

Role Overview

We are looking for a senior SmartSheet expert to lead the consolidation of two SmartSheet instances following a merger. The first job is a straightforward migration of the acquired company's instance into the parent company's environment. The harder job is that the two organizations structure and manage projects very differently, so the acquired company's workspaces, sheets, and reporting must be re-architected to fit the surviving model. This person will own the work from discovery through cutover: assess both environments, design the target architecture, migrate the data, and make sure the acquired team can actually work in the new setup on day one.

Key Responsibilities

Assess and plan

• Audit both SmartSheet instances: workspaces, folders, sheets, reports, dashboards, automations, integrations, user and permission models, and licensing.
• Document how each company manages projects today, including templates, naming conventions, intake, status reporting, and resource tracking.
• Identify gaps, overlaps, and conflicts between the two approaches, and recommend which standards to adopt.

Re-architect

• Design the target architecture for the acquired company's projects so they align with the surviving company's structure and reporting needs.
• Rebuild sheets, templates, cross-sheet references, reports, dashboards, and automated workflows where a direct move won't work.
• Establish governance: workspace and folder standards, sharing and permission rules, naming conventions, and admin roles.

Migrate and cut over

• Build the migration plan, including sequencing, data validation, a test migration, and a rollback approach.
• Move users, sheets, and historical project data with minimal disruption to active projects.
• Rewire integrations (for example Jira, Salesforce, Microsoft 365, or Teams) and single sign-on to the target environment.

Enable the business

• Train project managers and end users on the new structure.
• Produce documentation and support materials, and provide post-cutover support through stabilization.
• Communicate progress, risks, and decisions clearly to project sponsors and stakeholders from both companies.

Required Qualifications

• 5+ years of hands-on SmartSheet experience at the architecture and admin level, not just as a power user.
• Proven experience migrating or consolidating SmartSheet environments, ideally across organizations or following a merger or acquisition.
• Deep knowledge of SmartSheet features: cross-sheet formulas, reports, dashboards, WorkApps, automation and workflow rules, templates, and Control Center or Resource Management.
• Strong understanding of SmartSheet administration: user management, groups, permissions, sharing models, and licensing.
• Experience redesigning project management structures to align two different operating models.
• Solid project management fundamentals, including intake, status reporting, portfolio views, and resource tracking.
• Strong communication skills, with the ability to work with stakeholders from two different organizations and explain technical trade-offs in plain terms.
• Comfort working independently and driving a project through to completion.