Job Description

CIELLOS, OPERATIONS COORDINATOR

At Ciellos our virtues are centered in providing value to our customers, through innovation and professional development while maintaining relationships with respect, integrity and care. Our commitment is to attract and retain the best and brightest team members who believe in the same virtues - supporting our mission of excellence in Business Systems Consulting and Microsoft Dynamics.

We are seeking an experienced professional to fill the role as our Operations Coordinator within our Marietta, GA headquarters location. This is administrative coordination and reporting role with the specific goal to maintain consistency and administer processes within our professional services department and will function as a matrix/liaison between Services, Finance and Sales, maintaining communication and reporting while supporting our project managers and regional operations. Key processes include Contract Services Coordination, Project Administration, Project Forecasting and Invoice Coordination within a high tech, fast pace and growing environment, with exposure to many Global Partners and Microsoft.

The position is available to local candidates only, and follows a management career track. We would like to thank all applicants for their interest in this position however only those selected for interviews will be contacted. For more information and to qualify, contact careers@ciellos.com or apply directly on Linkedin. We look forward to hearing from you.

Principle Responsibilities 

Contract Services Coordination

  • Serve as the key focal point between Professional Services, Sales and Finance, monitoring the processes from Opportunity generation through Contract closure, capturing key information, and qualifying all necessary elements to commit resources to a successful project start.  This includes coordination and recording of contractual details and exceptions, seeking required approvals, managing project metadata, and following up on all areas to administer a project to completion.  

  • In collaboration with Finance, ensure project administration requirements are met in a timely matter to support weekly control points matching time with project forecasts and expected targets.

  • On own initiative and on the basis of financial reporting take responsibility for financial project follow up, and in case of deviations find timely solutions, communicating with management and impacted parties.

Project Administration

  • To administer our project portfolio management system (PPO), including coordination and confirmation of setup, and applying administrative control and regulation to those processes.

  • Pursuit of personnel to complete required project time and expense activities as per published KPI’s, and promoting services policies and procedures cross organization.

  • Contribute to strengthening of the company’s daily operations, adaptation and Innovation, ensure continuous management reporting of status of project delivery and implementing management level decisions.

  • Supporting Project managers in administering and approving project personnel time and expenses, supporting travel planning and execution, and aligning competing resource and vacation priorities.

Forecast and Resource Coordination and Reporting

  • Coordinate the periodic forecasting process through all project teams as per agreed KPI’s and timing. This includes working with the project teams to qualify forecast and capacity, reviewing all project teams for completeness, as well as identifying and following up on gaps.

  • Maintain project systems to match agreed utilization and capacity changes for all project personnel.  

  • Generate and maintain professional services management reporting for executive review.

Invoice and Expense Coordination and Reporting

  • Coordinate the periodic invoicing and expense process through all project teams as per agreed KPI’s and timing. This includes qualifying invoicing and expense details against contract and established parameters, and in reviewing and approving project invoices before being sent to accounts receivable for distribution.

  • Responsible for coordinating, qualifying and resolving invoice related queries from our customers working directly with our project teams and accounts payable, and coordinating escalations with management within agreed KPI’s.

  • Generating Month End Service Reporting requirements, summarizing results and collating information from the project divisions into management level reporting supporting downstream services results analysis.

  • Knowledge of common business processes together with the ability to learn and adapt.

  • Strong customer service skills including effective communication, coupled with experience organizing and facilitating meetings, both phone conference, live web, and onsite.

  • Optional experience with Microsoft Dynamics, or other ERP systems, in combination with systems implementation and product lifecycle management is a strong plus.

Skills and Experience

  • Bachelor’s degree or equivalent education in Business Administration

  • 2+ years of administrative, contract management, or business operations experience.

  • Experience administering project systems in a service-oriented industry, scheduling resources and coordinating against capacity and timing constraints.

  • Strong verbal and written communication skills, with proficiency in Microsoft Office suite, specifically Outlook, Word, Excel, Visio, SharePoint and PowerPoint

  • A person that in collaboration with others, has both a flair for planning, organizing and systematizing processes in a coherent fashion and reasonably detailed way. A person which can also multitask and find new solutions when things change.

Details and Benefits

  • Full-Time role with competitive compensation, and Benefits Package available for Full-Time, including Annual Paid Time-Off, Health Insurance package, Mentoring and Training, Compensation of Microsoft Certifications, and more.

  • Participation in a goal oriented, flexible working environment, with the option to work periodically from home.

  • Travel expectations are minimal.

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©2019 by Ciellos

+1 (770) 799-8565

Marietta, GA United States