Operations Specialist

Trace3•Irvine, CA

7d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

Experience with PSA tools (e.g., Smartsheet) and ERP systems (e.g., NetSuite) is strongly preferred.

Responsibilities

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.
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.