JOB SUMMARY
The Project Specialist will play a crucial role in the successful execution of various projects within our organization. This position will primarily focus on setting up new projects in the ERP and CRM system, managing project closeout activities, credit hours and project team adjustments, processing project addendums, ensuring quality assurance, and providing support in customer delivery, data analytics, and assistance. This role requires a strong background in project management, exceptional organizational skills, and the ability to thrive in a fast-paced environment.
ESSENTIAL FUNCTIONS
Knowledge and Skills
- Set up new projects in the ERP and CRM system, ensuring accurate and timely entry of project details, milestones, and resources.
- Manage project closeout activities, including documentation, financial reconciliation, and lessons learned.
- Monitor and adjust project credit hours and project team allocations as needed.
- Process project addendums, ensuring compliance with internal procedures and client requirements.
- Conduct quality assurance reviews to ensure project deliverables meet established standards.
- Assist in customer delivery activities, including communication with clients, resolving inquiries, and providing support as needed.
- Provide data analytics support, including data collection, analysis, and reporting to support project decision-making processes.
- Collaborate with cross-functional teams to ensure seamless project execution and delivery.
- Perform other duties and ad-hoc tasks as assigned.
Problem Solving/Analysis
- Utilize data analytics tools and techniques to gather, analyze, and interpret project data, identifying trends, patterns, and potential issues.
- Apply critical thinking skills to assess complex problems, break them down into manageable components, and develop innovative solutions that align with project objectives and client requirements.
- Engage in collaborative problem-solving sessions with cross-functional teams, leveraging diverse perspectives and expertise to generate effective solutions that address project challenges and enhance overall project performance.
- Regularly evaluate project processes and procedures, identifying areas for improvement and implementing enhancements to optimize efficiency, quality, and client satisfaction.
- Remain adaptable and flexible in approach, quickly adjusting strategies and solutions as needed based on evolving project requirements, stakeholder feedback, and changing market dynamics.
Business Impact and Scope
- Responsible for accurately setting up new projects in the ERP and CRM system, ensuring alignment with client expectations and organizational objectives, thereby facilitating informed decision-making throughout the project lifecycle.
- Manage project closeout activities, credit hours, and project team adjustments, providing critical financial data and insights to support strategic decision-making processes related to resource allocation, budgeting, and forecasting.
- Play a key role in identifying and mitigating project risks through effective quality assurance measures, enabling informed decision-making to minimize potential negative impacts on project timelines, deliverables, and client satisfaction.
- Support customer delivery activities by providing timely and accurate assistance, contributing to positive client experiences, and fostering long-term client relationships, which can significantly influence business growth and reputation.
- Provide data and analytics assistance, delivering actionable insights and recommendations derived from data analysis, empowering stakeholders with the information needed to make well-informed decisions that drive business success and competitive advantage.
Communication and Collaboration
- Collaborate with various departments and teams, including project management, finance, IT, and client services, to gather and exchange information, align on project objectives, and ensure seamless project execution.
- Maintain open and transparent communication channels with team members, stakeholders, and clients, sharing relevant updates, progress reports, and insights to facilitate effective decision-making and problem-solving.
- Share expertise, best practices, and lessons learned with colleagues and team members, fostering a culture of continuous learning and improvement within the organization.
- Engage with clients as needed to gather requirements, provide updates, and address inquiries, demonstrating professionalism and a commitment to delivering exceptional service.
- Provide support and assistance to project teams and colleagues, offering guidance, resolving issues, and contributing to a positive and collaborative work environment.
Influence Responsibility/Level of Interaction
- Cultivate positive relationships with colleagues and team members across different departments, leveraging interpersonal skills to collaborate effectively, share knowledge, and coordinate efforts toward common project goals.
- Utilize strong communication and interpersonal skills to influence and motivate team members, promoting a cohesive and high-performing project team environment.
- Interact with clients in a professional and courteous manner, building rapport and trust through clear communication, proactive engagement, and responsive support, ultimately influencing client satisfaction and loyalty.
- Collaborate with external vendors, partners, and service providers, using interpersonal skills to negotiate terms, resolve issues, and foster mutually beneficial relationships that contribute to project success.
- Provide support and guidance to internal stakeholders during periods of change, demonstrating empathy, active listening, and effective communication to address concerns and facilitate acceptance of new processes or procedures.
Supervisory Responsibility and Autonomy
- Supervisory Responsibility: None. While not directly supervising others, the Specialist demonstrates leadership qualities by effectively coordinating with cross-functional teams, providing guidance, and facilitating teamwork to achieve project objectives. The Specialist receives guidance, support, and supervision from the Operations Manager, who provides overall direction and ensures alignment with organizational goals and priorities. Additionally, work may be supervised by a Senior Project Management Specialist, who offers mentorship, feedback, and assistance in navigating complex project challenges.
- Autonomy: Operates with a high level of autonomy in managing assigned projects, and making decisions related to project setup, execution, and closeout within established guidelines and parameters. Acts as a consultant and subject matter expert within the organization, offering guidance and support to colleagues and stakeholders, while also seeking input and feedback to inform decision-making and enhance project effectiveness.
REQUIRED SKILLS & ESSENTIAL QUALITIES
Technical Skills
- Proficiency in ERP and CRM Systems: Demonstrated experience in setting up and managing projects within Microsoft Dynamics, with a strong understanding of system functionalities and data entry requirements.
- Project Management Software: Familiarity with project management software tools such as Microsoft Project and Smartsheet, used for tracking project progress, managing tasks, and facilitating collaboration among team members.
- Data Analytics: Ability to perform data analysis using tools such as Microsoft Excel and Power BI to extract insights, identify trends, and support decision-making processes related to project management and resource allocation.
- Quality Assurance Methodologies: Knowledge of quality assurance principles and methodologies, with experience in conducting quality reviews, performing audits, and ensuring compliance with established standards and procedures.
- Financial Management: Understanding of financial management principles, including budgeting, forecasting, and financial reconciliation, with the ability to manage project finances, track expenses, and analyze financial data.
- Communication and Collaboration Tools: Proficiency in communication and collaboration tools such as Microsoft Teams, Zoom, and SharePoint, used for virtual meetings, document sharing, and real-time communication with colleagues and stakeholders.
- Problem-Solving Skills: Excellent problem-solving skills with the ability to analyze complex issues, identify root causes, and develop effective solutions to address project challenges and obstacles.
- Customer Delivery Experience: Experience in customer delivery activities, including client communication, requirements gathering, and issue resolution, with a focus on delivering high-quality service and ensuring client satisfaction.
- Adaptability and Learning Agility: Willingness to learn and adapt to new technologies, tools, and methodologies as needed to support evolving project requirements and organizational goals.
Soft Skills
- Communication: Excellent verbal and written communication skills are essential for effectively conveying information, explaining procedures, and collaborating with colleagues, clients, and stakeholders.
- Interpersonal Skills: Strong interpersonal skills are needed to build rapport, establish trust, and maintain positive relationships with team members, clients, and external partners.
- Problem-Solving: The ability to analyze complex problems, think critically, and develop creative solutions is crucial for addressing challenges and obstacles encountered during project execution.
- Attention to Detail: A keen attention to detail is necessary for accurately setting up projects, managing data, and conducting quality assurance reviews to ensure project deliverables meet established standards.
- Time Management: Effective time management skills are required to prioritize tasks, meet deadlines, and manage multiple projects simultaneously while maintaining a high level of quality and accuracy.
- Adaptability: The capacity to adapt to changing priorities, project requirements, and client expectations is essential for success in a dynamic and fast-paced environment.
- Collaboration: The ability to work collaboratively with cross-functional teams, share knowledge, and contribute to a positive team environment is vital for achieving project objectives and fostering a culture of teamwork and cooperation.
- Customer Focus: A customer-centric approach is necessary for understanding client needs, delivering exceptional service, and ensuring client satisfaction throughout the project lifecycle.
- Problem Solving: Being able to quickly identify issues, troubleshoot problems, and propose effective solutions is essential for overcoming obstacles and maintaining project momentum.
- Flexibility: The flexibility to adapt to changing project requirements, priorities, and deadlines is crucial for successfully managing projects in a dynamic and fast-paced environment.
EDUCATION & EXPERIENCE
Minimum Qualifications
- Bachelor's degree in Business Administration, Finance, or related field; or equivalent experience.
- Proven experience in project management or project coordination roles within the financial services industry.
- Intermediate proficiency in Microsoft Dynamics CRM system.
- Proficiency in project management tools (e.g., Smartsheet, Microsoft Project).
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Microsoft Teams and SharePoint.
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Job Type: Full-time
Pay: $45,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Compensation package:
Experience level:
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
License/Certification:
Ability to Commute:
- Scottsdale, AZ 85251 (Required)
Ability to Relocate:
- Scottsdale, AZ 85251: Relocate before starting work (Required)
Work Location: Hybrid remote in Scottsdale, AZ 85251