Business Operations Specialist

The Business Operations Specialist is a member of the Professional Services (PS) organization responsible for managing and optimizing our Certinia PSA platform to support resource planning and allocation, revenue forecasting, report creation, and maximizing billable utilization within PS. This role serves as the primary administrator for our Certinia PSA system, ensuring seamless integration with Salesforce CRM and other business systems to drive data-driven strategic decisions and operational excellence.

A Glimpse into the Daily Routine of a Business Operations Specialist

Your day begins by reviewing overnight system notifications and checking data integrity across Certinia PSA and Salesforce integrations. You'll start by running your morning utilization reports and data hygiene reports, analyzing team time entries from the previous day to ensure accurate project coding and verify that data is being entered correctly into the system.

Mid-morning, you're collaborating with project managers to update resource forecasts based on new project requirements or scope changes. You might spend time creating a new project template in Certinia PSA to streamline future project setups or optimizing existing workflows to improve team efficiency.

Your afternoon often involves diving into utilization data, preparing the weekly reports that leadership relies on to make strategic decisions. You're not just pulling numbers – you're analyzing trends, spotting potential issues before they become problems, and translating complex data into clear insights.

Throughout the day, you're the go-to person for Certinia PSA questions – helping team members navigate the system, troubleshooting integration issues, or training new users on best practices. You end your day by reviewing system performance metrics and identifying opportunities to recommend improvements that will make everyone's job easier tomorrow.

• Serve as primary administrator for Certinia PSA platform, including user management and creating templates/workflows to optimize daily operations
• Manage and track billable utilization within the PS team, ensuring accurate time entry
• Maintain resource forecasts and capacity planning models based on leadership direction
• Analyze and monitor existing reports and dashboards within Certinia PSA to provide insights on resource utilization trends to leadership
• Support integrations and data flow between Certinia PSA, Salesforce CRM, and other business systems
• Ensure data integrity and process compliance across Certinia PSA
• Deliver weekly utilization reports to Professional Services leadership
• Identify opportunities for system improvements and process optimization, presenting recommendations to leadership
• Additional responsibilities as business needs evolve

• 3+ years of resource management, project management, or PSA administration experience in Software, Consulting, or Professional Services environments
• Hands-on experience with Certinia PSA (formerly FinancialForce PSA) or similar professional services automation platforms
• Proficiency with Microsoft Office tools including Excel, PowerPoint, and SharePoint
• Experience with Jira for project setup and basic administration following established processes
• Experience with document repositories like Confluence for updating procedures and maintaining documentation
• Strong analytical skills with experience in data analysis and reporting
• Excellent problem-solving capabilities
• Clear and persuasive communication skills, both written and verbal
• Demonstrated ability to influence stakeholders and drive business results
• High attention to detail with ability to work autonomously and manage competing priorities
• Strong organizational skills with ability to coordinate across multiple teams and departments

• Advanced Certinia PSA certifications or specialized training
• Proficiency with Salesforce CRM and understanding of Salesforce-Certinia PSA integrations
• Resource planning and forecasting experience
• Experience building and developing reports and dashboards
• Experience implementing Power Automate flows
• Advanced Excel skills including Power Query, pivot tables, and macros
• Experience with business intelligence and reporting tools
• AWS certifications (e.g.: Cloud Practitioner)
• Project management certification(s) (e.g.: PMP)

Full-time employees are eligible to participate in our employee benefit programs:

• Medical, dental, and vision health insurances,
• Short term disability, long term disability and life insurances,
• 401k with Company match
• Paid time off (PTO) (120 hours PTO that accrue over one year)
• Paid time off for major holidays (14 days per year)
• These and any other employee benefit offerings are subject to management’s discretion and may change at any time. 

The work is generally performed in an office environment.  Physical demands include sitting, keyboarding, verbal communication, written communication.  Employees are occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

Salary Range for this position: $82,000-$106,000

"Salary ranges provided are for informational purposes only and may vary depending on factors such as experience, qualifications, and geographic location. The final salary offer will be determined based on the candidate's skills and alignment with the role requirements."

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended anytime at the sole discretion of the Employer. Duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Effectual Inc. is an EEO employer and does not discriminate on the basis of any protected classification in its hiring, promoting, or any other job-related opportunity.