Project Office Lead

2 weeks ago

Cape Town, Western Cape, South Africa Xceptor Full time

ABOUT XCEPTOR

Data is at the heart of everything we do: Xceptor has been designed around data manipulation in its broadest sense.

We source data from wherever it flows.

We curate, normalise, validate, repair, and enrich that data so it reaches its destination in a reliable and consistent format.

Data coming out of Xceptor is data our clients can trust.

We are recognised as an expert in the Financial Services vertical, which strongly aligns with Business Users in Middle and Back-Office teams.

We enable these users to solve their data challenges by themselves, rather than through a technology-led project.

Our Vision is to be the leading platform for automating data flows.

Our Mission is to empower business users within Financial Institutions to build automated processes that deliver trusted data.

Our Values were created by our people, and speak to both who we are, and who we aspire to be. Ambition is in our DNA, and we embrace any opportunities ahead. Our curiosity and desire to grow drives us to learn from our customers and those around us. Our people are empowered, accountable, and deliver. We pull together, step up and focus on outcomes. The brilliance of our people makes a positive difference.

THE ROLE

The Delivery Project Office performs a critical business function, ensuring professional services work is forecast, tracked, analysed, reported and billed correctly.

The role works closely with Delivery and Finance teams to ensure a seamless process of work to billing is achieved.

The role is not simply to ensure data is captured; it also ensures the data is accurate, analysed, understood and presented intelligently to support decision making.

You will achieve this through collaboration across different groups to gather the data required, and use your enthusiasm, expertise and attention to detail to ensure teams deliver what is expected.

Working independently and as a member of the broader delivery team, you are happy working to tight deadlines and understand that accurate data and timeliness is of paramount importance.

You have strong influencing and communication skills, getting buy-in and support from contributors so you can deliver what is required.

You can work well with different audiences, maintaining a first-class relationship with stakeholders, across delivery staff, project managers, finance managers, COO, CFO and others requiring Delivery insights.


RESPONSIBILITIES

Governance & operational cadence for the Delivery operation

  • Ensure welldefined processes exist and followed by teams so professional services info is captured and delivered on time and the deliverables outlined below can be met.
  • Support the delivery teams with operational improvements where appropriate

Time capture reporting and invoicing (through OpenAir)

  • Own the OpenAir time capture system and data within it
  • Ensure timesheet/utilisation capture is efficient, accurate and timely
  • Work with Project Managers to ensure time is approved ahead of billing
  • Ensure time capture feeds from other systems (DevOps) are maintained
  • Ensure time against projects is accurately invoiced in line with contracts and any specific client requirements
  • Work with finance to agree any revenue recognition requirements
  • Provide internal utilisation reports to support decision making
  • Oversee the maintenance and integrity of the data within OpenAir

Maintain and present the delivery forecast to stakeholders

  • Ensure accurate forecasts are provided to support revenue planning, including billable, nonbillable, bespoke invoicing schedules
  • Ensure Professional Services forecasts are in place for current month + 5 months, providing commentary and insight where required

Maintain the Catalogue of projects across Delivery

  • Ensure full records of current projects contracted, internal etc are maintained in OpenAir
  • Ensure Statement of Work / contract documentation is captured and stored in line with Legal / Finance requirements
  • Report project actuals v. budget and variances, with commentary
  • Provide analytics on performance and improvement areas

Support Delivery & Finance Teams

  • Support teams to ensure data is accurate and weekly / monthly processes are followed
  • Capture, collate and report Delivery activities, progress and KPIs
  • Lead monthly calls with project teams and finance to ensure any project nuances are captured and reported accurately
  • Ensure board reports / other reporting decks produced on time
  • Gather, collate and present ad hoc data as required

Maintain the Delivery Dashboard (PowerBI)

  • Own and develop the Delivery Dashboard to present a real time view of project status
  • Enhance the dashboard as reporting requirements evolve
  • Use Xceptor to collate information (training in Xceptor will be given)

Ensure all processes are well documented and transferable so no single point of failure exists in the team at any point.

Success Indicators

  • Accurate information, with rep

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