Who you are: 

The Operations Analyst is responsible for managing, monitoring, and optimizing various operational processes within the organization, with a particular focus on the creation, monitoring, and filing of IWOs, management of worked hours, and invoice control for freelancers and employees. They are also responsible for auditing and ensuring that hours are recorded correctly in company systems, providing reports and analysis to other key teams.

Key Responsibilities:

Management of IWOs (Work Order Instructions) and Purchase Orders:

• IWO Review and Preparation:
• Review of information provided by PMs for the preparation of IWOs, including timelines and estimates.
• Preparation and sending of IWOs to PMs for review and confirmation.
• Sending the IWO for signature to the different offices and follow-up to ensure approval.
• Filing the IWO in Netsuite and in the Finance folder.
• Control and Monitoring of IWOs and POs:
• Weekly review of IWOs with Finance, ensuring that signatures are received and proper follow-up is conducted.
• Control and filing of purchase orders (POs) by office, ensuring their update in the Finance Sharepoint.
• Monthly control of project closure in the system.
• Preparation of monthly reports on estimated freelancer expenses and costs associated with projects.

Hours and Timesheet Management:

• Timesheet Audit and Review:
• Weekly and monthly audit of hours entered into the system (Timesheets), ensuring that there are no inconsistencies in reported hours.
• Review and follow-up of pending hours for approval by PMs and Leads.
• Confirmation of reported and approved hours at the end of each month for accounting review and revenue allocation.
• Generation of reports on hours worked, including reports on freelancer hours, and follow-up with Finance for reconciliation of invoices and payments.
• Utilization and Allocation Control:
• Monitoring and tracking of hours allocated to employees (allocation), ensuring that hour estimates are adjusted to project realities.
• Review and correction of allocations when the duration of a project is extended.
• Audit of the "Time Sold" PM project tracker, ensuring that hours are correctly assigned and distributed.

Contract and Freelancer Management:

• Contract Preparation and Management:
• Preparation of the monthly contract matrix and verification of compliance with contract valuation according to IFRS 15 (Contract Assessment).
• Monitoring freelancer and contractor hours to ensure compliance with contractual conditions and that invoices are consistent with reported hours.
• Invoice Review and Control:
• Monthly review of freelancer invoices against reported hours.
• Requesting Finance to close purchase orders (POs) once invoices are reviewed and approved.
• Sending freelancer hour reports to Finance for monthly reconciliation.

Operational Reports and Reporting:

• Generating Operational Reports:
• Preparation and sending of weekly and monthly reports on project status, hours worked, and freelancer costs to the corresponding offices.
• Running and sending utilization and freelancer cost reports to the executive team and Finance.
• Project Control and Intercompany Reports:
• Generating project reports and monitoring intercompany hours.
• Preparing weekly "Burn" reports for monitoring projects assigned to Resourcing.
• Control and audit of resource utilization through the Allocation Chart Grid.

User Administration and Human Resources Management:

• User and Resource Management:
• Creating new users in the system for full-time employees, interns, temporary staff, freelancers, and intercompany.
• Modifying and updating employee profiles due to promotions or changes in their employment status.
• Activating and deactivating employees in the system, including re-hires and employee terminations.
• Resource and Requirements Monitoring:
• Control and monitoring of the allocation of maternity leave hours, sick leave, or other special situations in timesheets.
• Conducting weekly and monthly audits to ensure compliance with time recording.

Required Skills and Competencies:

• Organization and Time Management: Ability to manage multiple tasks simultaneously, meeting strict deadlines and ensuring the accuracy of information.
• Attention to Detail: Ability to review and audit data with a high level of detail, identifying errors or inconsistencies in timesheets and invoices.
• Systems Knowledge: Proficiency in tools such as Netsuite and Excel (advanced) for time management, report generation, and information filing.
• Effective Communication: Ability to communicate clear and accurate information to PMs, Human Resources, Finance, and other key areas.
• Data Analysis: Ability to generate and analyze reports on hours worked, costs, and resource utilization, providing key data for decision-making.
• Knowledge of Finance and Accounting: Basic understanding of billing processes, project costs, and budget control.

Requirements:

• Education: University degree in Business Administration, Finance, Accounting, or related fields.
• Previous Experience: Minimum 2 years of experience in operations, project administration, or data analysis in a corporate environment.
• Technical Knowledge: Proficiency in time and project management systems (preferably Netsuite, Softland, or similar) and data analysis tools (advanced Excel).
• Languages: Intermediate English (desirable).
• Advanced Excel knowledge. 
• Previous experience working with Power BI.