Operations Associate
Job Summary
Job Description
As an Operations Associate on Sitetracker’s Customer Experience Operations Team, you will play a key role in ensuring the smooth operation of services. Your responsibilities include setting up projects correctly, planning resources effectively, and ensuring accurate and timely billing. You will collaborate with Delivery Managers, Project Managers, and the Operations Team to address challenges such as matching people to projects, ensuring accurate billing for time and materials work, and maintaining organized project data. You will also contribute to improving and streamlining processes to allow delivery teams to focus on customer service. Experience with Salesforce, CPQ, and Certinia (FinancialForce) is highly beneficial as you will use these systems daily. This role offers opportunities for learning, growth, and making a meaningful impact on operations for individuals who enjoy problem-solving, cross-team collaboration, and attention to detail.
Must have:
- End-to-end ownership of project setup, resource planning, skills tracking, and billing.
- Align project team assignments with skill sets for efficient delivery.
- Provide valuable reporting insights for data-driven decisions.
- Act as an operational partner to Delivery Managers, Finance, and Project Managers.
- Proactively drive data quality and process automation improvements.
- Collaborate on strategic initiatives and process redesigns.
- Represent Operations in cross-functional efforts to enhance customer delivery.
- Ensure data accuracy and reliability in internal systems.
- Strong organizational skills and ability to manage multiple tasks.
- Excellent communication skills for cross-team collaboration.
- Analytical mindset with a focus on accuracy and process improvement.
- Comfort with Google Sheets and Microsoft Excel.
- Adhere to standard operating procedures for project creation, billing, and resource planning.
- Produce scheduled reports on resource utilization, project status, and billing.
Good to have:
- Experience with Salesforce, CPQ, and Certinia (FinancialForce).
- Basic knowledge of time-tracking and expense reconciliation.
- Familiarity with project management/ERP systems.
10 skills required
Job Details
As an Operations Associate on Sitetracker’s Customer Experience Operations Team, you’ll play a key role in making our services business run smoothly. You’ll help ensure that projects are set up correctly, resources are planned effectively, and billing is accurate and timely.
You’ll work closely with Delivery Managers, Project Managers, and the Operations Team to solve practical challenges like:
Matching the right people to the right projects,
Ensuring time & materials work is billed correctly
Keeping project data clean and organised
You’ll help improve and streamline processes, allowing our delivery teams to focus on serving customers. Experience with Salesforce, CPQ, and Certinia (FinancialForce) is a big plus, as you’ll use these systems daily to track work and deliver results.
Suppose you enjoy problem-solving, collaborating across teams, and ensuring details are accurate. In that case, this role will provide you with the opportunity to learn, grow, and have a meaningful impact on our operations.
What You’ll do:
- As the Operations Associate, you will own end-to-end responsibility for project setup, resource planning, skills tracking, and billing processes. You’ll align project team assignments with the right skill sets, ensuring efficient and effective delivery. Your reporting outputs will evolve to provide valuable insights that support data-driven decisions by leadership.
- As a trusted operational partner to Delivery Managers, Finance, and Project Managers, you will proactively drive improvements in data quality and process automation by identifying recurring issues and proposing scalable solutions.
- You’ll collaborate closely with the Operations Manager on strategic initiatives such as process redesigns, tooling enhancements, or system integrations, and represent the Operations team in cross-functional efforts to enhance customer delivery.
- Your confidence in navigating Salesforce, Certinia, and other internal tools will be evident, and you’ll be recognised as the reliable team member who ensures that nothing falls through the cracks.
The Skills You’ll Have:
- Resource Planning & Skills Management
- Maintain and update resource allocation recommendations for project schedules and assignments.
- Coordinate assignments of project delivery teams with upcoming projects and skills required.
- Facilitate and coordinate resource planning across regions
- Monitor utilisation targets and flag resource conflicts.
- Coordination of Partner resources
- Project Creation and Tracking
- Set up new projects in our project management/ERP system accurately and on time.
- Maintain project records, budgets, and billing milestones.
- Support Implementation Managers with project data accuracy.
- Billing & Finance Support:
- Basic knowledge of time-tracking and expense reconciliation.
- Collect, validate, and prepare Implementation Time & Materials billing & subscription overages information supplied to finance for invoicing.
- Reconcile time entries and expenses.
- Support Finance to ensure timely, accurate invoicing.
- Process Support & Reporting
- Follow standard operating procedures for project creation, billing, and resource planning.
- Help identify process gaps and propose improvements.
- Produce scheduled reports on resource utilisation, project status, and billing.
- Technology:
- Comfort with Google Sheets and Microsoft Excel for tracking and reporting.
- Proficiency with Salesforce (Opportunities, Reports, Dashboards) and/or Certinia (FinancialForce) is a plus
- Professional Qualities:
- Strong organisational skills and the ability to manage multiple tasks at once.
- Collaborative, with excellent communication skills to work across the Delivery, Finance, and Operations teams.
- Analytical mindset with a focus on accuracy and process improvement.
Within 90 Days, You’ll:
- Complete onboarding and systems training.
- Learn internal processes for project setup, billing, and resource planning.
- Accurately create new projects in the system with supervision.
- Begin supporting time-entry validation and data cleanup.
- Transition into facilitating the Monthly Subscription overages process
Within 180 Days, You’ll:
- Independently manage project creation requests, monitor resource allocations, and resolve conflicts with high accuracy.
- Support monthly T&M billing cycles and subscription overages processes, ensuring data is accurate and delivered on time.
- Produce standard resource and billing reports and serve as the primary point of contact for related questions.
- Demonstrate ownership of assigned operational workflows and consistently maintain minimal errors.
- Proactively suggest and assist in implementing process improvements to enhance efficiency and accuracy.
Within 365 Days, You’ll:
- Execute end-to-end project setup, resource planning, skills tracking/management, and billing processes with accuracy and accountability.
- Plan project resources effectively based on team skills and ensure nothing falls through the cracks by being reliable and responsive.
- Develop and enhance reporting outputs, providing actionable insights that support data-driven leadership decisions.
- Drive data quality and process automation by identifying issues and recommending scalable improvements; demonstrate confidence using Salesforce, Certinia, and other internal systems.
- Partner with the Operations Manager on strategic initiatives, represent the Operations team in cross-functional projects, and support process redesigns, tool upgrades, or system integrations.
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