Project Operations Specialist

Summary

Join Arbour Group, a leading global provider of digital compliance products and services, as their full-time QMC Project Operations Specialist. This role centers on the non-technical management of Quality Management and Compliance (QMC) projects. Key responsibilities include resource management (acquisition, talent pool building, and record maintenance), project support (timeline management, issue escalation, and close-out activities), project financial oversight (invoice review, billing, and forecasting), and customer service (query resolution and concern escalation). The position requires project management experience in the life sciences industry, excellent computer skills, strong organizational abilities, and effective communication skills. The successful candidate must be a Philippines resident willing to work a US timezone night shift. Arbour Group offers remote work, competitive salary, employment benefits, and opportunities to collaborate with international experts.

Requirements

• Must be a resident of the Philippines
• Willing to work following US timezone (night shift)
• Project Management experience in this field
• Excellent knowledge of Computer Applications – Microsoft
• Strong organisation skills and ability to work on multiple projects at same time
• Ability to collaborate with members outside of direct team and communicate as needed to senior leaders
• Ability to build a work plan and execute according to plan and escalate potential issues according to agreed communication plan
• Resolves routine (and some non-routine) problems in a thorough and timely manner
• Attention to detail, High service orientation
• Ability to prioritize and manage own time and tasks
• Good English communication skills (written and verbally); capability to point out issues and provide potential options for solution in the area of expertise
• Ability to work remotely and maintain attentiveness and detail needed to engage with others in different time zones
• Ability and experience to escalate concerns in a timely manner

Responsibilities

• Resource Management Acquire resources from staffing partners or conduct recruitment activities (create Job Description, create Job Posting, Initial CV evaluation, perform interview) to ensure resource allocation for specific projects, as needed
• Build and maintain a talent pool by analyzing the capabilities of each resource and keeping them engaged, to ensure reliability in allocating resources for projects in a timely manner
• Manage new and existing external resources and ensure appropriate qualification, contract, and onboarding records are maintained. Collaborate with Local HR as needed
• Responsible for reviewing and approving resource timesheets and project-related expenses
• Maintain updated CVs of all resources and ensure PharmaLex-formatted copies are available
• Project Support Manage project delivery timelines and resource allocations across assigned projects
• Escalate issues with resources to ensure projects are delivered on time and in accordance with project plans
• Support the Technical Team Lead to lead and coordinate start and completion of Project activities
• Assist with Planning technical team meetings and Client meetings as needed
• Manage project close out administrative activities in conjunction with Technical Team Lead to ensure effective project close out
• Assist with Project document retention/archival in Sharepoint
• Manage renewal opportunities by monitoring and tracking the progress of staff augmentation projects and ensure renewal discussions with the client are timely
• Project Financials Review external consultant and client invoices and ensure compliance to project budget expectations
• Monitor and coordinate milestone billing schedules to facilitate timely client invoicing
• Provide updates for active projects and opportunities to support the realization and projection of revenues
• Support region with monthly forecasting based on open projects
• Customer Service Deal with internal/external resources to resolve queries and problems in an effective and timely manner
• Escalate client concerns in a timely manner and assist with documentation and resolution processes related to customer Service
• Administrative Maintain an updated Capacity Planner/Utilization tool, as needed to ensure monitoring of internal resource utilization
• Monitor Opportunities and Active projects by keeping the tracking reports updated on a weekly basis
• Ensure client files and folders are maintained for all projects, including relevant correspondences and documents
• Attend all mandatory trainings as assigned
• Attend group meetings to provide updates to QMC project status and resources as needed

Benefits

• Work in a Fortune 500 company with a solid track record of performance
• Have remote working arrangement, competitive salary, and employment benefits granted upon hire
• Have the opportunity to work with a diverse multi-functional team and collaborate with different industry experts and SMEs internationally