Operations Specialist

Operations Specialist

The Operations Specialist plays a critical role in supporting the successful delivery of professional services by ensuring seamless financial and administrative execution across project engagements. This individual will report directly to the Manager, Project and Service Operations and will collaborate closely with Project Managers, Finance, Service Delivery Leads and the Client Service Center to drive operational excellence, maintain project financial integrity, and ensure exceptional client experience.

The ideal candidate is detail-oriented, highly organized, and analytical with a strong understanding of project financials, systems operations, and process improvement. This role is ideal for someone who thrives in a fast-paced, high-volume environment and is passionate about supporting cross-functional teams to deliver best-in-class support.

Summary of Essential Job Functions:

• Set up and validate new projects in the Professional Services Automation (PSA) and Finance & Operations systems, ensuring alignment with Statements of Work (SOW), Levels of Effort (LOE), and Purchase Orders (PO).
• Manage a portfolio of client engagements; monitor project status and contractual terms to determine billing readiness and ensure timely and accurate invoicing.
• Create vendor POs, and review, reconcile, and approve incoming vendor invoices related to service delivery.
• Perform comprehensive task management including resource reassignments, rate conversions, creation or adjustment of nonbillable tasks to maintain accurate project tracking and compliance with internal standards.
• Coordinate and manage approval workflows by submitting requests to appropriate stakeholders regarding resource assignments, time adjustments, and billing exceptions, ensuring timely authorization and documentation.
• Track revenue recognition throughout delivery and request necessary financial adjustments or corrections.
• Execute project closure procedures, ensuring accurate reconciliation of financials and documentation.

Service Operations Support:

• Govern documentation and compliance for all active engagements; ensure adherence to internal policies and standards.
• Support data gathering efforts and generate insightful reporting to help inform business decisions and identify trends or inefficiencies.
• Partner with internal teams to fulfill reporting requirements and support audit readiness.
• Perform administrative functions that facilitate project booking, invoicing, and data reconciliation activities.
• Conduct regular project data clean-up and integrity maintenance; support efforts to recover unrecognized revenue.
• Provide operational support and guidance to Project Managers on backend processes and administrative tasks.
• Act as a liaison between Finance, the Client Service Center, and other internal stakeholders to ensure coordinated operations.
• Proactively identify process improvement opportunities and escalate recommendations to leadership to drive operational efficiency and enhance service delivery.

Required Skills & Competencies:

• Minimum of 3 years of relevant experience in operations, project coordination, or financial administration within a professional services or technology environment.
• Proven ability to manage multiple priorities and high-volume workflows in a dynamic, fast-paced environment.
• Strong analytical mindset with experience interpreting system data and producing actionable insights.
• High attention to detail and excellent organizational skills.
• Effective verbal and written communication skills with the ability to convey information clearly to technical and non-technical stakeholders.
• Strong interpersonal skills and ability to build cross-functional relationships across teams and departments.
• Self-motivated, resourceful, and capable of working both independently and collaboratively.
• Proficiency in Microsoft Office Suite, particularly Excel for data tracking and reporting.
• Experience with PSA tools (e.g., Smartsheet) and ERP systems (e.g., NetSuite) is strongly preferred.

Education:

• Bachelor's degree from an accredited university, or equivalent level of experience.

Physical Demands:

While performing the standard duties of this job, the employee can expect light physical exertion with long periods of sitting, occasional standing and walking; limited bending, crouching, stooping, stretching, reaching, or similar activities; occasional lifting/moving of items up to 25 pounds. Hearing and speech communication in person and over the telephone is essential to fulfilling the duties of this position. Specific vision abilities required to read printed materials and a computer screen; including close vision and the ability to adjust focus.

Work Environment:

While performing the duties of this job, the employee is frequently surrounded by other employees and their conversations on the telephone and in person. The noise level and indoor office temperature may vary.

Actual salary will be based on a variety of factors, including location, experience, skill set, performance, licensure and certification, and business needs. The range for this position in other geographic locations may differ. Certain positions may also be eligible for variable incentive compensation, such as bonuses or commissions, that is not included in the base salary.

Estimated Pay Range

$68,000 - $75,000 USD

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
• Major offices stocked with snacks and beverages
• Collaborative and cool culture
• Work-life balance and generous paid time off

Our Commitment:

At the core of Trace3's DNA is our people. We are a diverse group of talented individuals who understand the importance of teamwork and demonstrating leadership, character, and passion in all that we do.

We're committed to fostering an inclusive workplace where everyone feels respected, valued, and empowered to grow. We recognize that embracing diversity drives innovation, improves outcomes, fosters collaboration, boosts teammate satisfaction, and builds a more inclusive culture.

As an equal opportunity employer, Trace3 bases all employment decisions based on individual qualifications, merit, and business requirements. We do not engage in discrimination on the basis of race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability, genetic information, or any other characteristic protected by federal, state, or local law.

If you require a reasonable accommodation to complete the application process or participate in an interview, please email View email address on click.appcast.io.

***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.