SummaryThe Business Operations Project Analyst is responsible for project execution while managing accounts receivable activities to ensure timely and accurate billing, collections, and coordinating proposal development and tracking efforts. Serve as a critical link between project teams, business development, finance, operations, and clients to ensure projects, billing processes, and proposals are managed efficiently and accurately.
Primary DutiesP
roject Coordination- Provide analysis to Project Managers in the planning, execution, and closeout of projects.
- Monitor and analyze project schedules, budgets, deliverables; identify material variances and risks, and recommend corrective actions.
- Coordinate project communications between internal stakeholders and clients.
- Track project milestones and assist with project financial reporting.
- Analyze project performance data and prepare reports and recommendations regarding project financial and operational performance.
- Ensure project records and supporting documentation are accurate and complete.
- Provide guidance to employees on coding and ensure accuracy.
Accounts Receivable Management- Prepare and submit accurate client invoices in accordance with contract terms and project milestones.
- Track customer payments and maintain accounts receivable records.
- Monitor aging reports and proactively follow up on outstanding invoices.
- Collaborate with clients and project managers to resolve billing discrepancies.
- Perform account reconciliations and maintain accurate financial documentation.
- Analyze financial and project data to identify trends and provide input and recommendations supporting monthly forecasting.
- Support monthly financial close activities and reporting requirements.
- Monitor contract billing provisions and ensure adherence to customer requirements.
- Maintain strong relationships while managing collection efforts professionally and effectively.
Proposal Management & Business Development Support- Manage the development, preparation, and submission of proposals, qualifications, and client presentations.
- Manage proposal schedules, deadlines, and deliverables to ensure timely submissions.
- Maintain proposal tracking databases and reporting metrics.
- Coordinate input from technical, operational, and business development teams.
- Ensure proposal documents comply with customer requirements and company standards.
- Track proposal opportunities from identification through submission and award notification.
- Maintain proposal templates, boilerplate content, resumes, and supporting marketing materials.
- Assist with customer relationship management activities and opportunity tracking.
Microsoft Dynamics CRM Administration & Reporting- Maintain accurate project, client, opportunity, and proposal information within Microsoft Dynamics CRM.
- Track sales opportunities, proposal status, customer interactions, and project-related activities.
- Generate CRM reports, dashboards, and performance metrics for leadership.
- Analyze data quality initiatives and identify issues, ensure CRM records are accurate and up to date. Recommend changes to business processes when needed.
- Collaborate with business development and project teams to improve CRM utilization and reporting effectiveness.
Customer & Administrative Support- Serve as a primary point of contact for client billing and proposal-related inquiries.
- Assist with contract administration, change order tracking, and project financial reporting.
- Support audits and provide requested financial and project records.
- Identify process improvement opportunities to improve project administration, billing, collections, and proposal management processes.
Working RelationshipsThe Business Operations Project Analyst reports to the Sr. Director, Compliance Services.
CompensationThe initial compensation will range from $98,300 to $113,050 depending on experience.
Job Qualifications:- Education: Bachelor's degree in business administration, accounting, finance, project management or related field from an accredited college or university recognized by the United States Department of Education or equivalent. Relevant work experience may be substituted for education on a year-for-year basis.
- Years of Experience:
- Five years of experience in project coordination, project administration, accounts receivable, proposal coordinator.
- Experience with accounts receivable processes, invoicing, collections, and accounts reconciliation.
- Experience coordinating proposals and managing proposal schedules and deliverables.
- Working knowledge of Microsoft Dynamics CRM, including opportunity management, reporting and customer data management.
- Preferred Experience:
- Experience in engineering, consulting, environmental, energy, utility, construction, or professional services industries.
- Knowledge of project cost tracking and revenue recognition principles.
- Experience building and generating reports and dashboards within Microsoft Dynamics CRM and Power Bi.
- Familiarity with project accounting and contract-based billing.
- Software/Equipment Knowledge:
- Microsoft Office, Microsoft Dynamics CRM
- ERP Systems (preferred)
- Other Considerations:
- Excellent written and verbal communication skills.
- Able to manage multiple priorities and deadlines in a fast-paced environment.
- High attention to detail and commitment to accuracy.
- Excellent organizational, analytical, and problem-solving skills.
Physical Requirements and Working ConditionsNormal working hours are 8:00a.m. to 5:00p.m. Monday through Friday. Extended hours may be required based on specific requirements. Work is performed at an established home office environment or headquarters office. Physical mobility to transverse stairways and uneven terrain. Ability to see, hear, and read.
