Project Operations Analyst

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Project Operations Analyst

Full Time Clerical Rochester, NY, US

Salary Range: $68,000.00 To $76,000.00 Annually

About SWBR

SWBR is a multidisciplinary architecture, engineering, and landscape architecture firm of 120+ individuals working across four New York offices in Rochester, Buffalo, Syracuse, and Troy. Since 1969, we have built our practice around relationships, collaboration, and creativity. All of us are called to pursue our mission: Positively impacting lives through meaningful design.

Our core values shape how we work together and serve our clients and communities:

• Empowerment : We support individual growth for collective success.
• Empathy : We build trust through authentic relationships.
• Excellence : We embrace challenges as opportunities to create and innovate.
• Ownership : We are each responsible for our words, our actions, and our results.

We are committed to creating a diverse and inclusive culture in which all people can thrive and we believe a wider range of perspectives, experiences, and ideas leads to stronger teams and more equitable outcomes.

We are currently looking for a Project Operations Analyst who will help turn project data into practical insight, strengthen planning, and help our teams make informed decisions.

Make an Immediate Contribution

At SWBR, thoughtful planning and reliable information help our people and projects thrive. As our Project Operations Analyst, you will strengthen how SWBR turns project and workforce data into practical information for planning and decision-making. You will help administer Deltek Vantagepoint, coordinate resource planning and project setup, and develop reporting that compares planned and actual performance across teams and timeframes. Through reliable systems, clear analysis, and collaborative follow-through, you will help leaders and project teams understand workload, improve forecasting, and make informed operational decisions.

How You Will Contribute

Create

• Develop and maintain practical resource planning tools, time-analysis reports, expected-versus-actual reporting, and workload views that give leaders and project teams useful information for planning and decision-making.
• Document clear procedures for long-range and Friday workload reporting so recurring practices are consistent, understandable, and sustainable.

Deliver

• Administer assigned Deltek Vantagepoint functions, including user and data support, routine system maintenance, issue coordination, and accurate access management within established confidentiality standards.
• Open proposal and project numbers accurately and maintain the related system information needed for project setup, planning, and reporting.
• Coordinate time resource plans, time-analysis reporting, expected-versus-actual comparisons, and long-range workload reporting according to established schedules.
• Partner with Project Managers, Principals, studio and discipline leaders, Finance, and other operational partners to gather information, resolve data questions, and improve the usefulness of planning and reporting tools.
• Translate system and workload information into clear, practical updates that help teams understand capacity, priorities, trends, and next steps.

Grow

• Build deeper knowledge of Deltek Vantagepoint, project operations, resource planning, and data governance to provide increasingly confident system and analytical support.
• Identify opportunities to improve data quality, reporting consistency, workflow efficiency, and shared understanding across operational processes.

Lead

• Take initiative in coordinating recurring planning and reporting cycles, clarifying expectations, communicating status, and following issues through resolution.
• Guide consistent use of assigned systems and reporting practices by sharing clear instructions, answering routine questions, and escalating access or data concerns appropriately.
• Contribute as an individual team member who leads through initiative, reliability, and thoughtful follow-through.

Own

• Maintain accurate, confidential, and well-organized system, project setup, resource planning, and reporting information that supports reliable analysis and clear audit trails.
• Monitor assigned deadlines and outstanding information, communicate status, and escalates discrepancies, unusual circumstances, or potential concerns promptly.

What You Bring

• An associate or bachelor’s degree in Business, Finance, Data Analytics, Operations, or a related field, or an equivalent combination of education and relevant experience.
• Three or more years of experience supporting business systems, project operations, financial analysis, time resource planning, or related reporting. Experience in architecture, engineering, or general contracting is helpful, but not required.
• Strong analytical, organizational, and problem-solving skills, with the ability to interpret data, identify discrepancies, and communicate practical findings.
• Proficiency with Microsoft Office, especially Excel, plus experience with Deltek Vantagepoint or a comparable enterprise resource planning or project information system.
• The judgment to manage sensitive project, billing-rate, pay-rate, and employee information with discretion and confidentiality.
• Clear verbal and written communication with a collaborative, service-focused approach and consistent follow-through.

Work Environment and Role Requirements

This role works in a professional office setting with regular computer-based work. The position includes sitting, standing, occasional stooping while filing, reaching, keyboarding, and lifting up to 10 pounds. SWBR will consider reasonable accommodations for qualified applicants and employees in accordance with applicable law.

Compensation

The anticipated compensation range for this position is $68,000 to $76,000 per year. This good-faith range reflects the compensation SWBR reasonably expects to offer at the time of posting. The final offer will consider job-related factors such as experience, skills, education, internal equity, and business needs.

SWBR is an Equal Opportunity Employer. We make employment decisions without regard to race, color, religion, creed, national origin, ancestry, citizenship status, sex, pregnancy, age, disability, genetic information, military or veteran status, marital or familial status, gender identity or expression, sexual orientation, status as a victim of domestic violence, stalking or sex offenses, or any other characteristic protected by applicable federal, state, or local law. SWBR provides reasonable accommodations to qualified applicants and employees with disabilities and for sincerely held religious beliefs or practices, as required by law. If you need an accommodation during the application process, please contact Human Resources.