Principal Responsibilities: 1. Documents agreed-to responsibilities in support of assigned projects with project leadership and PMO Lead. 2. Assists in defining the project management system, including maintenance of logs for contracts and PCRs (Project Change Requests), assets, and document control administration. Prepares and maintains project team rooms, databases, and repositories. Assists with project launch and start-up where possible (includes preparing material for launch, launch event with client, etc.). 3. Assists with project organization and resource planning, including maintenance of staffing plans, organizational charts, vacation calendars, and team rosters. Completes resource requests as directed, and administers on/off-boarding processes. 4. Administers the project environment, including identifying and addressing connectivity needs. Interfaces with client IT services for connectivity issues, and distributes connectivity procedures. Maintains seating map, including notification to relevant parties of increases or decreases in needs. Executes procurement processes for HW/SW. Coordinates project travel and accommodation requirements, including submission of lodging cost reduction requests, when applicable. 5. Administers project communications, including distribution lists, communications calendar, claim & expense policies, and cadence process for meetings. May schedule and plan team events. 6. Supports project planning and risk management, including producing and delivering status reports, maintaining/tracking project plans and deliverables logs, and risk/issue logs. 7. Supports reporting requirements as requested and guided by project leadership in accordance with project services reporting policies. Produces and publishes all project reports as defined in the project management system, including client (status reports, KPIs, travel expenses) and IBM internal reporting (7 Keys, DMT), as well as ad-hoc reporting. May assist in preparing for client presentations. 8. Embraces and understands, with applicable training, the tools/applications needed to perform project office administration activities. Applications and tools range from host based to web based, Lotus Notes databases to spreadsheets. 9. Keeps organized records for areas of responsibility, and maintains all project data requirements and tools in accordance with established business controls guidelines and audit policies. 10. Assesses the reasonableness of outputs and deliverables. 11. Communicates status updates to project office stakeholders. 12. Assumes additional responsibilities as assigned.Skills Required Environment: Has knowledge of the use of technology to rapidly report data and facilitate communication. Understands the relationships of the various corporate units and groups within other services brands. Can draw conclusions and has transactional understanding of project management office functions. Able to work cross functionally across finance, DE, and operations teams, in matrixed line structure. Able to work with client on-shore and off-shore team, as appropriate. Communication / Negotiation: Draws upon professional concepts to collaborate with others to carry out assigned duties. Accurately exchanges data and information with others. Effectively communicates with project leadership and other applicable organizations. Ability to follow up and follow through on open items. Ability to work in a virtual and team setting, including the use of communication and collaborative tools. Negotiation may be required. May provide advice to management. Problem Solving: Uses knowledge of process to identify areas of concern to project leadership. Recognizes problems involving multiple variables that may be related and/or unrelated. Analyzes causes using existing techniques or tools. Prepares and recommends solution alternatives. Recommendations need not be final.
The Back Office Project Admistrator is an individual contributor responsible for providing project office administration support on multiple commercial engagements. Supports different areas including project launch, execution, and closure activities for assigned projects. Completes all project support activities in a timely manner and meets quality expectations.Develops necessary professional, operational, system, tool and personal management skills to function effectively in a remote services environment. Works with some Leads and project teams.Skills:- Fluent english- Excel knowledge (intermediate level)- Administrative or Financial studies- Knowledge of the use of technology to rapidly report financial data- Communication- Problem Solving- Leadership
GPSD-Fin & Admin