Luxury Retail Company

Corte Madera CA OR Pleasanton, CA- if sit in Pleasanton may need to go to Corte Madera once a month.

HYBRID- 3 days onsite each week

Needed ASAP

Contract

Project Operations

Experience supporting a PMO, project operations, systems administration, project coordination, or project financial reporting.

Experience with ServiceNow, Jira, Excel reporting, and invoice reconciliation would be especially valuable.

PMO Systems Administrator

Position Summary

We are seeking a detail-oriented and highly organized PMO Systems Administrator to support project management operations, system administration, financial reporting, and data management activities.

The ideal candidate will have 1–5 years of experience, preferably working within a Project Management Office (PMO), and possess strong communication, analytical, and organizational skills.

This individual will collaborate closely with Project Managers, Resource Managers, Finance Partners, vendors, and leadership to ensure accurate reporting, efficient processes, and effective system administration.

Key Responsibilities

1. ServiceNow Timesheet Administration

• Manage timesheet setup, configuration, and ongoing administration within ServiceNow.
• Troubleshoot timesheet-related issues for Project Managers (PMs), Resource Managers (RMs), and vendors.
• Generate and maintain key timesheet reports, including:
• Missing Timesheet Reports
• PM Approval Reports
• RM Approval Reports
• Ensure accurate and timely timesheet processing and reporting.

2. Timesheet & Invoice Reconciliation

• Match submitted timesheets against vendor invoices.
• Review and validate invoice details for accuracy.
• Perform invoice coding and reconciliation as invoices are received.
• Support ongoing financial tracking and invoice processing activities.

3. ZIP Data Migration Lead

• Lead manual data uploads and migration activities into the ZIP system.
• Upload and maintain critical project documentation and data, including:
• Statements of Work (SOWs)
• Contracts
• Contractor Information
• Project Records
• Releases
• Other required project data
• Route uploaded information to appropriate owners for review and validation.
• Play a key role in the data review and validation process.
• Receive training to become a ZIP Super User supporting the Engineering team.

4. Project Accounting & Financial Reporting

• Develop and maintain customized Excel reports using data from multiple systems.
• Prepare project accounting reports for:
• Project Managers
• PMO Leadership
• Internal Audit
• Vendors
• Financial Planning & Analysis (FP&A) Finance Partners
• Ensure accuracy, consistency, and timely delivery of financial and project-related reports.

5. Jira Administration

• Support Jira administration activities while completing training and certification in Jira Administration.
• Perform data cleanup and maintain system accuracy.
• Create and update Jira templates.
• Implement changes to templates, processes, and workflows.
• Troubleshoot system issues and provide user support.
• Manage user access and permissions across applications.

Required Skills & Qualifications

Technical & Professional Skills

• Experience working in a Project Management Office (PMO) environment preferred.
• Familiarity with ServiceNow, Jira, or similar enterprise applications.
• Strong Microsoft Excel skills, particularly in reporting and data management.
• Ability to work with data from multiple systems and maintain accurate records.
• Understanding of timesheet administration, invoice reconciliation, or project accounting processes.
• Strong attention to detail and organizational skills.

Communication & Collaboration

• Excellent written and verbal communication skills.
• Ability to collaborate effectively with Project Managers, leadership, Finance Partners, and vendors.
• Comfortable working across multiple departments and managing competing priorities.
• Reliable, accountable, and consistently meets deadlines.
• Self-starter who can work independently and take initiative.
• Positive, enthusiastic, and excited to contribute to the team.

Experience Requirements

Preferred Experience: 1–5 years

Ideal Background: Experience supporting a PMO, project operations, systems administration, project coordination, or project financial reporting.

Experience with ServiceNow, Jira, Excel reporting, and invoice reconciliation would be especially valuable.

Remarks:

HYBRID

Preferred Experience: 1–5 years

Ideal Background: Experience supporting a PMO, project operations, systems administration, project coordination, or project financial reporting.

Experience with ServiceNow, Jira, Excel reporting, and invoice reconciliation would be especially valuable.