Change and CMDB Coordinator

Purpose of the role

The Change Coordinator is the hands-on operator of the change management process, running the day-to-day flow of changes through Jira Service Management under the direction of the Change Manager. The role keeps changes moving: logging and quality-checking requests, coordinating risk assessment, scheduling, chasing approvals, sending deployment notifications, and driving each change to closure.

Where the Change Manager owns policy, authority and governance, the Coordinator owns execution and momentum. It is a highly organised, detail-focused, delivery-oriented role and the first point of contact for change requesters. The Coordinator prepares and services the CAB but does not chair it or hold final authorisation authority.

Scope

Day-to-day operation of the change management process for infrastructure, cloud (AWS) and production changes recorded in JSM (KEYCAB project).

The change calendar / forward schedule of change, deployment windows and change-related communications.

Preparation, coordination and minuting of CAB and ECAB meetings.

Accurate, up-to-date change records and status through the JSM workflow.

Day-to-day coordination of the infrastructure CMDB — keeping CI records accurate and changes linked to the CIs they affect.

Key responsibilities

Logging & quality control

Receive and log CAB Requests; check each for completeness — description, reason, risk, rollback plan, testing evidence and impact.

Return incomplete requests to requesters and coach them on what good looks like.

Ensure each change is correctly categorised (standard / minor / major / emergency) with the Change Manager where needed.

Coordination & scheduling

Maintain the forward schedule of change; book deployment windows and flag clashes, dependencies and freeze periods.

Chase and track technical approval (Tech Lead) and change approval (Senior PM); ensure approvals are recorded before deployment.

Coordinate the parties involved in each change and confirm readiness ahead of the window.

Communication

Prepare and issue deployment notifications to the relevant distribution lists ahead of each change.

Keep stakeholders informed of schedule, status and any changes or slips.

Act as day-to-day point of contact for change requesters and implementers.

CAB support

Build the CAB agenda, circulate the change list, and prepare supporting information for the Change Manager (chair).

Take minutes, record decisions and actions, and follow up to completion.

Coordinate the ECAB for emergency changes at short notice.

CMDB coordination (infrastructure)

Maintain infrastructure configuration item (CI) records in the CMDB — creating, updating and retiring CIs as changes are delivered.

Link each change to the CIs it affects so impact assessment and reporting stay accurate.

Run routine CMDB housekeeping: spot gaps, duplicates and stale records, and support audit and reconciliation activity under the Change Manager.

Escalate CMDB data-quality issues and model changes to the Change Manager.

Tracking, closure & records

Progress each CAB Request through the JSM statuses — Assess & Evaluate, approvals, Approved for Deployment, In Progress, Post-Deployment Validation, closed.

Confirm post-deployment validation (health checks) is recorded and chase outstanding closures.

Capture post-implementation review notes and lessons learned; maintain accurate, auditable records.

Produce routine change reports and metrics extracts for the Change Manager.

Authority & boundaries

Authorised to log, categorise (with Manager), schedule and progress changes, and to hold changes that do not meet process requirements.

Does not authorise major or emergency changes and does not chair the CAB — these sit with the Change Manager.

Escalates contested, high-risk or non-compliant changes to the Change Manager.