Project Operations Specialist

Job Description

Purpose of Role
Exciting opportunity for an ambitious person with problem-solving skills to join an expanding international team!

You will ensure the smooth execution of projects and reporting by providing operational support, maintaining accurate project data in NetSuite, facilitating effective communication, monitoring project backlogs, and ensuring adherence to standards.

By doing so, contribute to efficient project management, accurate financial reporting, and the overall success of the organization's project department.

Overall responsibility
We are seeking a dedicated and detail-oriented Project Operations Specialist to join our team. The ideal candidate will play a critical role in supporting project managers and ensuring the efficient execution of projects. The candidate will be responsible for maintaining project records, adhering to established standards, ensuring accurate billing, facilitating seamless communication between various departments, and monitoring project backlogs.

You will be joining nShift at a pivotal period, the business is going through some exciting transformation after the merger of five leading companies within the industry, creating a true market leader in our space.

About you
To be successful in this role, you should have previous experience working with projects, either as a project manager, project member, or finance controller of projects.

However, the most important skill is your personal drive, eagerness to learn, and eyes for details. If you are motivated and results-driven and enjoy working in a team environment, we’d like to meet you.

The area of responsibility includes:

• Project Management Support:

- Assist project managers in the execution of projects by providing operational support, maintaining project documentation, and facilitating communication between cross-functional teams.

• NetSuite Management:

- Maintain and develop best practice project setup procedures in NetSuite, ensuring consistent and accurate project information across the platform.

- Manage both existing and new NetSuite projects, ensuring data accuracy and completeness.

• Adherence to Standards:

- Ensure that all projects are set up in alignment with nShift's standards, maintaining consistency and quality throughout project operations.

• Revenue Assurance:

- Verify that customer billing aligns with contract terms, preventing discrepancies and ensuring accurate revenue recognition.

• Salesforce-Netsuite Integration:

- Monitor the integration between Salesforce and NetSuite, ensuring that all opportunities, especially those involving professional services, are accurately transferred and reflected in NetSuite.

• Monthly Closing and Reporting:

- Conduct monthly closing activities for the project department, including the timely completion of all timesheets, to facilitate accurate financial reporting.

• Collaboration with the Billing Team:

- Work closely with the billing team, providing them with the necessary project-related information to ensure accurate and timely billing.

• Customer Ticket Management:

- Manage customer tickets relevant to the project department, particularly those related to credit requests or customer concessions, and coordinate necessary actions with the appropriate teams.

• Project Finance Reporting:

- Prepare and deliver project finance reports to provide insights into project financial performance, contributing to informed decision-making.

• Data Support and Analysis:

- Assist project managers and executives by providing relevant data and insights to support departmental operations and decision-making.

• Backlog Monitoring:

- Monitor project backlogs to ensure projects are progressing as expected and are under control, identifying potential bottlenecks and assisting in their resolution.

• KPI Investigation and Explanation:

- Analyze and investigate deviations from agreed-upon Key Performance Indicators (KPIs), providing explanations and recommendations for improvement.