Project Office Administrator

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.

JOB DESCRIPTION
We are seeking someone with a Project Office background to join our busy Professional Services delivery team.

You will be a key member of our team working closely with our Project Managers and Implementation Consultants to support the group as they deliver Xceptor products and services to our clients.

The role performs a range of critical PO functions and involves working closely with the finance group in the UK to ensure effort and revenue is properly forecast, accounted for and billed.


  • Setup and administration of project artefacts (commercials, contracts, budgets, team assignments) to ensure good governance from day one on all projects.
  • Work closely with the Sales team have good knowledge of future work ensuring accurate resourcing and revenue forecasting.
  • Working closely with project managers to provide accurate forecasting across project expenditure, providing insight and challenge into the data
  • Plan and track defined lists of operational and project activities and provide reports to team managers and other departments.
  • Manage Timesheet capture process and administration, ensuring timesheets are submitted and approved in line with set deadlines and all approvals are in place.
  • Maintain data integrity of all project data, ensuring precision and carrying out necessary reconciliation tasks.
  • Work closely with the Finance team to ensure timely and accurate invoicing of clients for work done.
  • Work closely with the Finance team to ensure all monthend, halfyear, yearend reconciliation, and reporting requirements are met.
  • Provide project administrative support to Project Managers on larger projects.
  • Assist with month end KPI & board reporting
  • Develop and promote Project Finance processes and best practice to ensure continuous improvement as the company grows.

THE CANDIDATE

  • A highly organised project administration professional with a keen eye for detail
  • Able to work autonomously and comfortable working with regular project and business deadlines
  • Experience in a Project Office role, e.g. Project Finance Officer, Project Coordinator, Project Administrator role or similar.
  • Strong Excel skills, and an innovative approach to using the latest technologies to automate and enrich PMO activities.
  • Experience in invoicing and timesheet management, ideally using OpenAir
  • Client facing administrative experience (such as responding to client invoice queries and processing requests for information).
  • Experience in a Professional Services setting at a technology / software firm would be desirable.
  • Experience of working with Agile project management frameworks would also be desirable.

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