Project and Portfolio Management Specialist

On behalf of our client, Affinity is seeking an intermediate Project and Portfolio Management Specialist to join our team. The Specialist is a well-rounded, proactive, analytical, and organized individual that will be expected to support PPM back-office functions such as maintaining project portfolio data, performing data and financial analysis, and developing management reporting.

The Specialist will also lead and develop improvements on PPM practices, templates, and tools, and provide guidance and support to project leaders. The Specialist will interact with stakeholders such as project managers, project sponsors, IT, Finance, Vendor Management, and may interact with business leaders and senior executives.

Responsibilities

Project & Portfolio Management Practices

• Develop, implement, automate, contribute, maintain, and continuously improve the project management framework, governance, processes, standards, tools, and templates in and out of ClickUp
• Develop and maintain a resource planning and allocation approach through ClickUp to provide visibility into resource capacity
• Develop and maintain the lessons learned database
• Onboard, train, and support project managers and leaders on the project management processes, organizational processes, financial management processes, tools and templates
• Establish processes to ensure compliance with audit
• Document standard operating procedures, reference guides, and knowledge base articles
• Produce and maintain resourceful content on the PPM SharePoint site
• Automate, support, and continuously improve PPM processes
• Other duties as assigned
  
  

Project & Portfolio Management Operations

• Monitor, and maintain accurate and consistent project portfolio and financial data through ClickUp
• Prepare, extract, and analyze project budgets, accruals, costs, forecasts, invoices, purchase orders, and financial data
• Coordinate with Finance on the creation of project cost centres and maintaining authorized approvers
• Support Project Procurement, Accounts Payable, and Vendor Management with MSA/SOW contracts, vendor onboarding, purchase orders, and invoices
• Collect, prepare, and analyze project, portfolio, and financial data to identify gaps, insights, risks, trends, variances, and other findings and propose strategies or resolutions
• Develop project and portfolio reports, dashboards, and presentation materials to provide visibility into project performance, status, and key metrics to senior management
• Monitor project deliverables and documentation, including project plans, schedules, financials, risk registers, issue logs, change requests, lessons learned, and project closure
• Onboard contingent workers by submitting requests for AD account and other logistics
• Support the Investment Committee with meeting notes and logistics
• Support business case development
• Other duties as assigned
  
  

Experience, Qualifications & Skills:

• 3-5 years of experience working in similar roles
• Bachelor's degree in business or commerce with specializations in business technology management, management information systems, project management, information technology, or a related discipline
• Experience working in corporate IT, IT projects and system implementations, and fast-paced environments
• Experience with project management & methodologies, change management, IT management, and PMO practices
• Experience with data analysis, reporting, visualizations and related tools
• Proficiency with ClickUp and Smartsheet
• Strong analytical, critical thinking, and problem-solving skills
• Highly organized with attention to detail and the ability to work with a high degree of accuracy
• Excellent communication and interpersonal skills to effectively communicate and present results that articulate and convey key themes and messages. Ability to exercise strict confidentiality
• Must be able to allocate time effectively and work under pressure to meet deadlines, handle multiple demands and competing priorities, and adapt to new ideas and change. Comfortable following direction but also contributing to the direction
• Must be proactive with the ability to use initiative to work well in a collaborative environment, with the ability to take guidance or use professional judgement and work independently
  
  

Candidates with the following would be assets:

• Knowledge of accounting, including General Ledger coding, budgeting, forecasting, CapEx & OpEx, purchase orders & invoice management
• Experience with project financial management
• Experience with automating processes
• Proficiency with ERP financial systems
• Certification in project management (e.g., PMP, CAPM, SAFe)
  
  

Top Skills Necessary

• 3+ years of experience in a similar role maintaining project management & methodologies, change management, IT management, and PMO practices.
• 3+ years of experience utilizing Windows operating systems including Microsoft Excel (including formulas and PivotTables), creating PowerPoint presentations for Executive leadership, Word, Outlook, SharePoint, and Teams.
• 3+ years of experience leading the design and migration of project portfolio and financial data from Smartsheet to ClickUp (or similar systems).
  
  

Affinity Earn:

Know someone who’s great for this, or any of our open roles? Earn up to $4,000/year for each successful referral through Affinity Earn. You can also earn up to $50,000 for helping us find new clients. Learn about our referral program at https://affinity-group.ca/earn/ or browse our jobs & follow us at https://www.linkedin.com/company/affinity-staffing/jobs/

About Affinity:

Affinity Group is a technology and business consulting and services company. We believe in creating long term relationships between clients and consultants that foster a mutually beneficial partnership. Affinity is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit and business need.

For more information on Affinity, please visit www.affinity-group.ca

Job Number: 12217