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Director, Project & Services Operations

Company: Trace3
Location: Irvine
Posted on: September 16, 2020

Job Description:

Street-Smart - Thriving in Dynamic Times We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the “big picture.” We exercise sound business judgment in making high-quality decisions in a timely manner. We are highly creative and can dig deep within ourselves and find positive ways to find solutions to different problems.

Juice - The “Stuff” it takes to be a Needle Mover and a Game Changer We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like, rather than fearing failure or negative consequences.

Teamwork - Humble, Hungry and Smart We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it’s due and demonstrate transparency. We “bring the weather” by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures, not just their success. We appreciate the individuality of the people around us.

Trace3 is a leading Transformative IT Authority, providing unique technology solutions and consulting services to our clients. Equipped with elite engineering and dynamic innovation, we empower IT executives and their organizations to achieve competitive advantage through a process of Integrate, Automate, Innovate.

Our culture at Trace3 embodies the spirit of a startup with the advantage of a scalable business. Employees can grow their career and have fun while doing it!

Trace3 is headquartered in Irvine, California. We employ more than 850 people all over the United States. Our major field office locations include Atlanta, Denver, Detroit, Indianapolis, Grand Rapids, Lexington, Los Angeles, Louisville, San Diego, San Francisco, and Scottsdale.

Ready to discover the possibilities that live in technology?

Come Join Us!

Street-Smart   -  Thriving in Dynamic Times

We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the “big picture.” We exercise sound business judgment in making high-quality decisions in a timely and cost-effective manner. We are highly creative and can dig deep within ourselves to find positive solutions to different problems.

Juice -  The “Stuff” it takes to be a Needle Mover

We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like.

Teamwork -  Humble, Hungry and Smart

We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it’s due and demonstrate transparency. We “bring the weather” by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures – not just their success. We appreciate the individuality of the people around us.

About the Role:

The Director, Project & Services Operations will report directly to the Director of Client Experience and will be responsible for overseeing the Project Operations team within Client Experience. The Project Operations team’s responsibilities include complying with Finance requirements, supporting Project Managers with their project financial administration to promote a successful client experience, and managing the administrative tasks for services projects that do not require Project Management services. Service Operations is responsible for the internal end to end administration of professional service engagements including client billing functions, time approval, vendor PO creation and bill processing related to professional service engagements. The team will also provide revenue projections, backlog reporting, and project financial reporting back to the Business Unit Leaders and Finance.

What You’ll Do:

Provide reporting to BU Leaders, Client Experience Director, and the Client Success team on metrics and trends around revenue recognition and invoicing projections, resource utilization, project start and end dates, milestones, external resources, suspended projects, project close out summaries, and active backlog.

Analyze collective project related data in efforts to manage & improve processes and report back to business stakeholders on any actionable data to optimize delivery or the business.

Capture reporting requirements and work with internal teams to procure reports for internal teams.

Partner with Finance leadership to identify guidelines for the Project Operation team procedures and where needed work together to set policy to ensure Trace3 remains compliant while mitigating project financial risks.

Engagement / Project Administration:

Define process and hand-off for project set-up & validation within the PSA and Finance & Operations systems, document and provide training to the team to ensure the project financials are accurate; based on the Statement of Work (SOW), LOE, and/or PO

Define processes and have a firm understanding of system requirements for generating vendor POs and processing incoming vendor bills associated to professional services engagements. Identify guidelines for requirements from 3 rd parties to issue PO and approve vendor bills.

Generate and maintain alignment of Operations Specialists with Account Teams and perform audit of work and relationship with Account Teams and associated Clients.

Define a communication plan and cadence for Operations Specialists with Project Managers for managing project engagements.

Oversee timely revenue recognition, invoicing, financial adjustments/corrections, and project closure activities.

Work with Client Service Center on process optimization for project set-up, resource assignment, and Change Request process.

Service Operations:

Provide standards for governance to ensure all relevant documentation is represented.

Define process and system requirements to facilitate efficient and timely booking and billing related functions.

Responsible for data clean-up and ongoing maintenance efforts focused around project data integrity and recouping of unrecognized revenue.

Review and oversee timely backend/ operational and administrative functions performed by those in the Project Manager role, provide reporting back to Client Success Managers for non-compliance.

Continually implement continuous improvement.

May perform other duties as assigned by supervisor.

Qualifications & Interests:

Minimum of five (5) years of experience in operations, project management, and/or finance.

Must have a minimum of three (3) years or more of leadership experience in managing and/or directing team members.

Strong understanding of financial management concepts for both projects and business unit reporting.

Ability to be flexible and adapt to changing priorities and operate in a fast-paced environment.

Highly analytical and have strong ability to analyze systems and data.

Must have strong level of attention to detail to process and highly organized.

Ability to plan, execute and manage multiple initiatives.

Experience with PSA & Financial Systems: Kimble, NetSuite & Dynamic 365 a plus

Strong proficiency in Microsoft Office (Word, PowerPoint, Outlook, etc.)

Excellent interpersonal and organizational skills, ability to handle multiple teams and rapidly changing priorities across diverse groups of stakeholders.

Ability to communicate effectively with external and internal clients at all levels.

Bachelor's degree from accredited university or college.

The Perks:

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 office culture

Work-life balance and generous paid time off

***To all recruitment agencies:  Trace3 does not accept unsolicited agency resumes/CVs. Please do not forward resumes/CVs to our careers email addresses, Trace3 employees or any other company location. Trace3 is not responsible for any fees related to unsolicited resumes/CVs.

Keywords: Trace3, Irvine , Director, Project & Services Operations, Other , Irvine, California

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