Job Summary

The Admin Specialist supports project financial governance by managing timesheets, producing PMO reports, and overseeing Statements of Work (SOWs). This role ensures accurate project tracking, effective resource allocation, and timely communication on project financial status, including fixed-cost fund utilization and project end reminders, while leveraging PMO and HR systems to drive efficiency and process improvements.

Key Responsibilities

Timesheet Management & Resource Tracking

• Track, review, and consolidate employee and contractor timesheets using Zoho People and integrated project systems.
• Ensure timely and accurate submission of time entries in compliance with project, HR, and finance policies.
• Analyze time allocation data to support workforce planning, utilization tracking, and cost analysis.

PMO Reporting & Project Performance

• Generate and maintain PMO reports using data from Jira and financial systems, including project status, burn rates, budget vs. actuals, and resource utilization.
• Support project managers by providing insights into project performance, risks, and capacity constraints.
• Maintain dashboards and standardized reporting templates for leadership and PMO review.

Statements of Work (SOW) Management

• Draft, track, and manage Statements of Work (SOWs) defining project scope, deliverables, timelines, and financial terms.
• Monitor SOW milestones, amendments, and renewals in coordination with project managers, finance, and stakeholders.
• Ensure alignment between SOWs, project plans in Jira, and financial reporting.

Project End & Fixed-Cost Fund Monitoring

• Monitor fixed-cost project budgets and fund depletion against approved SOWs.
• Proactively issue project end and fixed-cost fund depletion reminders to stakeholders.

Process Mapping & Continuous Improvement

• Identify gaps, inefficiencies, and automation opportunities across the Finance and Analytics Team processes.
• Support continuous improvement initiatives to enhance data accuracy, reporting consistency, and operational efficiency.
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Qualifications & Skills

• Bachelor’s degree in Finance, Business, or any related field.
• Experience with Jira, Zoho People, or similar PMO and HR systems.
• Background in timesheet management, project finance, or PMO reporting preferred.
• Strong analytical and documentation skills, with experience in process mapping tools or methodologies.
• Advanced Excel/Google Sheets skills; dashboard or reporting experience is a plus.
• Strong communication, organization, and stakeholder management skills.