Operations Specialist

Summary

Join Trace3 as an Operations Specialist and contribute to the success of our clients by managing project financials and administration. Reporting to the Sr. Manager, Project & Service Operations, you will ensure accurate project setup, billing, and financial reconciliation within our systems. You will collaborate with project managers and account teams, generate vendor purchase orders, and analyze project metrics. This role requires strong analytical skills, attention to detail, and excellent communication. You will also play a key role in improving operational processes and providing support to project managers. The position offers a competitive compensation package and a collaborative work environment.

Requirements

• Minimum of 3 years of experience in operations, project management, and/or finance
• Ability to be flexible and adapt to changing priorities and operate in a fast paste environment with high volume of requests
• Highly analytical and have strong ability to analyze systems and data
• Ability to interpret data that is being presented and understand how and where that data is being produced
• Superior coordination and operations logistics abilities
• Must have strong level of attention to detail to process and highly organized
• Effective communication and presentation skills
• Ability to plan, execute and manage multiple initiatives
• Strong interpersonal skills and the ability to work effectively with a wide range of audiences in a diverse community
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.)
• Bachelor's degree from accredited university, or equivalent level of experience

Responsibilities

• Complete project set-up & validation within the Professional Services Automation (PSA) and Finance & Operations systems and ensure the project financials are accurate based on the Statement of Work (SOW), Level of Effort (LOE), and/or Purchase Order (PO)
• Manage specific project portfolios and determine appropriate billing opportunities based on status of projects and client contractual obligations
• Generate vendor POs and review/approve incoming vendor bills associated to professional services engagements
• Collaborate with the Project Manager(s) and account teams to initiate and generate client invoices
• Ensure ongoing revenue recognition as delivery is performed
• Complete any financial adjustments/corrections as needed
• Complete project closure procedures including reconciliation of financials
• Provide proper hand off to the Client Service Center for project resource assignment
• Provide governance and ensure all relevant documentations are represented
• Capture project related data in efforts to manage & improve processes as well as report. and analyze metrics and trends around resource utilization, contingent staff (OEM, Staff Aug), placeholder hours etc. Provide recommendations to management
• Capture reporting requirements and work with internal teams to procure reports for internal teams
• Perform as needed project administrative duties to facilitate the booking and billing related functions
• Perform data clean-up and ongoing maintenance efforts focused around project data integrity and recouping of unrecognized revenue
• Provide support & guidance on backend/ operational, and administrative functions performed by those in the Project Manager role
• A liaison to finance and Client Service Center
• Continually implement continuous improvement
• May perform other duties as assigned by supervisor

Preferred Qualifications

Experience with Professional Services Automation (PSA) tool & Financial Systems: Kimble & Dynamic 365 a plus

Benefits

• Comprehensive medical, dental and vision plans for you and your dependents
• 401(k) Retirement Plan with Employer Match, 529 College Savings Plan, Health Savings Account, Life Insurance, and Long-Term Disability
• Competitive Compensation
• Training and development programs
• Stocked kitchen with snacks and beverages
• Collaborative and cool culture
• Work-life balance and generous paid time off