Project Analyst

Spectraforce Technologies; Irvine (CA); Hybrid; USD 50,000 - 75,000; Full time

Job summary

Spectraforce Technologies in Irvine, CA is seeking a Project Analyst for a 6-month contract to support the BTS aesthetics portfolio. The role focuses on maintaining project records, ensuring data accuracy, monitoring milestones, and generating RAID reports for leadership.

The incumbent will coordinate with senior stakeholders, manage Smartsheets dashboards and SharePoint sites, assist with PO processing and invoices, and help prepare executive presentations.

Qualifications

• Education: High School Diploma required; Bachelor's degree preferred in Business Admin, Communications, or related field.
• Experience: 5–7 years minimum; 7–9 years ideal for project coordination or analyst roles.
• Technical: Proficiency in PowerPoint and Excel; Smartsheets and SharePoint experience highly preferred.

Responsibilities

• Monitor project records for data integrity, completeness, and accuracy across the portfolio.
• Track milestones, follow up with leads to ensure timelines are met, and consolidate RAID logs for leadership.
• Support budgeting, PO/invoice processing, and dashboarding in Smartsheets and SharePoint; prepare executive decks and reports.

Skills

PowerPoint

Excel

Project coordination

Stakeholder management

Communication

Data governance

Education

High School Diploma

Bachelor's degree in Business Administration, Communications, or related field

Tools

Smartsheets

SharePoint

Microsoft Teams

SAP/PO-Invoice processing

Job description

Job Title: Project Analyst

Duration: 6 months (Possible Extension)

Work Location: Irvine, CA 92612

Schedule: Hybrid (Onsite Tuesday, Wednesday, and Thursday; Monday and Friday potentially remote).

Position Overview

The Project Analyst serves as a central support pillar for the Business Technology Solutions (BTS) department, specifically focusing on the aesthetics portfolio. This role is responsible for maintaining the health, accuracy, and visibility of project records across a diverse global landscape.

The ideal candidate acts as a proactive "go-to" resource, ensuring that project managers and functional leaders stay aligned with timelines, financial requirements, and reporting standards. This is a high-visibility coordination role that balances project-lifecycle management with essential department operations.

Key Responsibilities

1. Project & Portfolio Support (70%)

• Health & Accuracy: Monitor project records across the portfolio to ensure data integrity, completeness, and accuracy.
• Milestone Tracking: Review project schedules and milestone dates; proactively follow up with project leads to ensure timelines are met.
• Reporting & Governance: Consolidate status reports, risks, issues, and action items (RAID logs) from various stakeholders for leadership visibility.
• Financial Coordination: Support project financials by processing purchase orders (POs), tracking invoices, and monitoring financial-related statuses.
• Tool Management: Maintain and update project information within Smartsheets (schedules, tasks, and dashboards) and SharePoint sites.

2. Department & Operational Support (20%)

• Executive Presentation Support: Draft, format, and "clean up" high-quality PowerPoint decks and leadership status updates.
• Stakeholder Alignment: Coordinate with 5-6 domain leaders to gather and roll up cross-functional information into organizational reports.
• Administrative Management: Maintain department tracking tools, org charts, contact lists, and shared team resources.
• Process Improvement: Contribute to initiatives aimed at improving day-to-day operational workflows and portfolio visibility.

3. Meeting & Event Coordination (10%)

• Logistics: Manage scheduling, room bookings, and A/V support for department meetings.
• Content & Documentation: Prepare agendas, capture meeting minutes, and track follow-up action items.
• Event Support: Provide onsite support for infrequent department culture events or large meetings (approx. 1-2 times per year), including catering and supply coordination.

Qualifications & Requirements

Education

• Education: High School Diploma required; Bachelor's degree in Business Administration, Communications, or a related field preferred.

Experience

• Ideal: 7-9 years of project coordination or analyst experience.
• Minimum: 5-7 years of experience will be considered for candidates with exceptionally strong project management fundamentals.

Technical Skills

• Expert Proficiency: Microsoft PowerPoint and Excel are critical.
• Project Tools: Smartsheets experience is highly preferred.
• Collaboration: Proficiency in SharePoint and Microsoft Teams.
• Financial Tools: Familiarity with SAP or similar systems for PO/Invoice processing is a plus.

Core Competencies

• Deep understanding of the Project Management Lifecycle and portfolio management dynamics.
• Exceptional organizational skills with the ability to manage "competing and shifting" priorities.
• Strong proactive communication; comfortable following up with senior stakeholders to gather data.
• Ability to work effectively in a matrixed, fast-paced global environment.