Senior Project Operations & Resource Management Specialist

Senior Project Operations & Resource Management Specialist Senior Project Operations & Resource Management Specialist at Acumetis: optimize staffing, project delivery, financial reporting, and processes that help life sciences teams thrive globally. We usually respond within a week Acumetis was born from the union of leaders in life sciences strategy and patient-focused solutions. Together, we combine decades of experience across scientific insights, commercial strategy, launch excellence, and healthcare innovation to tackle the complex challenges shaping the future of medicine. We partner with leaders to solve high-stakes business challenges, uncover hidden opportunities, and translate scientific and commercial insights into actionable strategies. By connecting expertise across functions, life sciences organizations can make smarter decisions, accelerate performance, and deliver therapies to the patients who need them most. When you reframe what’s possible, new perspectives emerge, decisions become clearer, and new potential comes to life. About the Role The Senior Project Operations & Resource Management Specialist plays a critical role in ensuring the smooth operation of Acumetis' business operations function. This individual contributes to the successful delivery of operational activities that support project execution, resource management, financial performance, and business growth across the global organization. You will work closely with project teams, service line leaders, business development professionals, finance partners, and contractors to support day-to-day operations while driving process improvements and promoting operational excellence. As a change champion, you will help implement and sustain new processes, systems, and best practices across the organization. This role is responsible for providing guidance and support to junior team members while leading operational activities that enable effective project management, resource planning, system administration, financial reporting, and workforce planning. Key Responsibilities Capacity Management & Resource Planning Evaluate project staffing needs and align employee and contractor resources using CMap and Project Planner throughout the project lifecycle, from approved pipeline opportunities through project closeout. Analyze CMap and Project Planner reports to support resource allocation decisions and proactively identify capacity constraints, utilization risks, and staffing challenges. Coordinate with Project Specialists and Project Leaders across service lines to support staffing requirements for cross-functional projects. Monitor workload distribution across assigned delivery teams and recommend proactive resource solutions to maintain project success. Communicate resourcing updates, risks, and recommendations to relevant stakeholders in a timely manner. Support strategic workforce planning by reviewing project demand, pipeline forecasts, and utilization trends to identify hiring needs and maintain alignment with the resource plan. Partner with People Operations and Service Line Leaders to support recruitment planning and contractor engagement strategies. Project Coordination & Delivery Support Support project initiation and closeout processes in collaboration with delivery teams. Coordinate project activities across complex client accounts and multiple concurrent initiatives. Monitor key project milestones and ensure project hygiene activities are maintained, including meeting actions, documentation, and stakeholder communications. Facilitate effective communication and collaboration among internal teams, contractors, key opinion leaders (KOLs), and other external partners. Assist delivery teams in identifying and mitigating project risks and operational challenges. Financial Management & Reporting Maintain accurate project data within CMap, including revenue schedules, invoicing information, timelines, forecasts, utilization metrics, and project estimates. Support invoice tracking, billing coordination, and contractor payment processes to ensure accurate client invoicing and timely contractor payments. Produce recurring operational and financial reports to support utilization tracking, project health reviews, profitability analysis, work-in-progress forecasts, and revenue performance monitoring. Partner with Project Directors and senior leaders to ensure reporting aligns with delivery objectives and commercial performance goals. Support Business Development teams and Service Line Leaders in preparing for quarterly business reviews, annual planning sessions, forecasting activities, and leadership meetings by leveraging data from CMap, NetSuite, Salesforce, and operational dashboards. Training, Process Improvement & SOP Development Support the development, implementation, and continuous improvement of Standard Operating Procedures (SOPs) and project management infrastructure. Assist with onboarding and training employees on operational processes, systems, and best practices. Deliver training and knowledge-sharing initiatives using a train-the-trainer approach. Identify operational capability gaps and support the creation of training materials to improve system adoption and process consistency. Promote integration across the global Acumetis organization by supporting system training, sharing best practices, and engaging stakeholders in process improvement initiatives. Participate in change management efforts that support organizational growth and operational transformation. Project Systems & Data Integrity Maintain accurate project records, team allocations, utilization data, and forecasting information within CMap and related business systems. Ensure project teams maintain current capacity plans to support informed resource management and decision-making. Generate and present operational metrics, including utilization rates, work-in-progress forecasts, delivery KPIs, resource capacity trends, and project performance indicators. Serve as the Timesheet Champion by promoting compliance, monitoring completion rates, and ensuring accurate time entry within CMap. Support ongoing system enhancements and adoption of operational tools and reporting capabilities. Qualifications Education & Experience Bachelor's degree in Business Administration, Operations Management, Human Resources, Project Management, or a related field, or equivalent professional experience. Minimum of three years of experience in project operations, project management, business operations, workforce planning, resource management, or related business support functions. Demonstrated success coordinating cross-functional initiatives and driving operational excellence within a fast-paced environment. Experience supporting professional services, consulting, healthcare, life sciences, or related industries is preferred. Preferred Qualifications Language Skills Exceptional verbal and written English communication skills required. Additional language proficiency is a plus but not required. Technical Skills Advanced proficiency in Microsoft 365 applications, including Teams, Excel, Word, PowerPoint, and Outlook. Experience with business operations, CRM, ERP, project management, and resource planning systems such as: CMap Salesforce NetSuite Microsoft Project / Project Planner Power BI Monday.com Ability to quickly learn and adopt new technologies and operational systems. Acumetis Value Framework At Acumetis, our values are built on four core principles that define the behaviors and competencies expected of every team member. Entrepreneurial We approach our work with an entrepreneurial mindset, remain solution-oriented, and embrace challenges as opportunities for growth and innovation. Integrity We act with accountability, responsibility, respect, generosity, and care in all interactions. Collaboration We listen to one another, leverage the diverse perspectives of our colleagues, and foster a supportive, inclusive environment. Achievement We drive company and personal growth, pursue meaningful results, and celebrate success, recognition, and continuous improvement. Diversity, Equity & Inclusion Acumetis is committed to fostering a diverse and inclusive workplace where every team member feels valued, respected, and empowered to contribute their best work. We believe diversity of thought, experience, and perspective strengthens collaboration, drives innovation, and enhances business performance. By creating an environment where everyone can thrive, we enable both individual and organizational success. Working Arrangement & Total Rewards Location: Greater Toronto Area Work Arrangement: Hybrid; onsite attendance at the Toronto office approximately 2-3 times per month. Total Rewards $75,000- 105,000 CAD Team Operations Role Senior Project Operations Specialist Locations Toronto, Ontario Remote status Hybrid Employment type Full-time