Professional Services Operations Specialist

Systems Limited - APAC; Kuala Lumpur; On-site; MYR 90,000 - 150,000; Full time

Job summary

Systems Limited - APAC seeks a results-driven PMO and Operations professional to drive day-to-day governance, reporting, and resource management for Professional Services across multiple projects and accounts.

You will prepare leadership materials, track decisions, maintain dashboards, and collaborate with HR, Finance, and Delivery teams to optimize performance and drive efficiency.

Qualifications

• 3–5 years of relevant experience in PMO Operations, Project Coordination, Professional Services Operations, or Delivery Operations.
• Bachelor's degree in Business Administration, Project Management, Computer Science, IT, or related field.
• Training or certification in project coordination, PMO, operations, reporting, or business analysis is preferred.

Responsibilities

• Support day-to-day operational management of Professional Services engagements.
• Prepare leadership reports, governance forums, and management committee materials.
• Track actions, decisions, dependencies, and commitments arising from governance meetings.
• Maintain operational records, trackers, and supporting documentation for management visibility.
• Maintain resource allocation, availability, assignment, leave, and utilization reports across Professional Services teams.
• Coordinate onboarding, offboarding, and resource movement with HR, Recruitment, IT, and Delivery teams.
• Support workforce planning and capacity-management activities, including identification of resource gaps and staffing requirements.
• Coordinate staffing requests, candidate progress, and planned onboarding dates with Recruitment and Delivery stakeholders.
• Support project financial tracking, including budgets, forecasts, revenue, cost, utilization, and accruals.
• Coordinate timesheet compliance, effort reporting, and follow-up with project and delivery teams.
• Assist in preparing monthly operational and financial performance reports for leadership review.
• Coordinate with Finance, Procurement, and Delivery teams to maintain accurate supporting information for invoices, PO's, and project expenses.
• Develop and maintain operational dashboards and KPI reports covering delivery, resources, financials, governance, and operational performance.
• Analyze operational data to identify trends, risks, bottlenecks, and improvement opportunities.
• Identify repetitive manual activities and support implementation of process improvements, automation, and AI-enabled operational efficiencies.
• Ensure reports and dashboards are produced accurately and within agreed reporting timelines.

Skills

PMO Operations

Project Coordination

Data Analysis

Stakeholder Management

Process Improvement

Education

Bachelor's degree in Business Administration

PMO certification or related training

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Teams

SharePoint

AI Tools

Job description

Project, Delivery & Governance Operations

• Support the day-to-day operational management of Professional Services engagements across multiple projects and accounts.
• Prepare operational reports and presentations for leadership reviews, governance forums, and management committees.
• Track and follow up action items, decisions, dependencies, and commitments arising from governance meetings.
• Maintain accurate operational records, trackers, and supporting documentation for management visibility.

Resource & Workforce Operations

• Maintain resource allocation, availability, assignment, leave, and utilization reports across Professional Services teams.
• Coordinate onboarding, offboarding, and resource movement activities with HR, Recruitment, IT, and Delivery teams.
• Support workforce planning and capacity-management activities, including identification of resource gaps and staffing requirements.
• Coordinate with Recruitment and Delivery stakeholders to track staffing requests, candidate progress, and planned onboarding dates.

Financial & Commercial Operations

• Support project financial tracking, including budgets, forecasts, revenue, cost, utilization, and accruals.
• Coordinate timesheet compliance, effort reporting, and follow-up with project and delivery teams.
• Assist in preparing monthly operational and financial performance reports for leadership review.
• Coordinate with Finance, Procurement, and Delivery teams to maintain accurate supporting information for invoices, purchase orders, and project expenses, where applicable.
• Develop and maintain operational dashboards and KPI reports covering delivery, resources, financials, governance, and operational performance.
• Analyze operational data to identify trends, risks, bottlenecks, and improvement opportunities.
• Identify repetitive manual activities and support implementation of process improvements, automation, and AI-enabled operational efficiencies.
• Ensure reports and dashboards are produced accurately and within agreed reporting timelines.

Stakeholder Coordination

• Serve as a coordination point among Delivery, PMO, Finance, HR, Recruitment, Procurement, IT, and client stakeholders.
• Facilitate clear communication, follow-up, and closure of cross-functional operational matters.
• Maintain professional stakeholder relationships and elevate operational risks or delays to the appropriate owner.

3. Required Qualifications

• Bachelor's degree in Business Administration, Project Management, Computer Science, Information Technology, or a related discipline.
• Relevant training or certification in project coordination, PMO, operations, reporting, or business analysis is preferred.

4. Experience Requirements

• 3–5 years of relevant experience in one or more of the following areas: PMO Operations, Project Coordination, Professional Services Operations, Delivery Operations, Service Management, or Business Operations.

Preferred industry exposure:

• IT Services
• Software Development
• Telecommunications Projects

5. Technical Skills

Tool / Capability

Microsoft Excel

Advanced formulas, PivotTables, data analysis, operational trackers, and dashboards

Microsoft PowerPoint

Leadership presentations and operational review packs

Microsoft Word

Professional documentation and reports

Microsoft Teams

Cross-functional communication and coordination

SharePoint

Document management, collaboration, and operational repositories

AI Tools

Effective and responsible use of AI tools to improve operational productivity, analysis, documentation, and reporting