Project Analyst III

Job Title: Project Analyst III
Location: Painted Post, NY
Duration: 11 months, possible extension
Pay: $44.89 hourly

Schedule: 8a-5p with extended workdays/weekends required occasionally depending on project phase and status.

Job Description:

• Support Workplace Services (WPS) division in cleaning up their asset register, defining smarter asset tagging processes, and developing standardized naming conventions to ensure compliance and facilitate audits.
• This role combines financial expertise, project management skills, and analytical capabilities to drive operational excellence and collaboration.

Responsibilities:
1. Fixed Asset Record Cleanup:

• Lead the effort to clean up existing fixed asset records for approximately 15,000 assets in the CPM Co legal entity, spanning 25–30 buildings in the Client Valley.
• Address inconsistencies in asset naming conventions, tagging, and outdated location codes identified during audits.
• Collaborate with Workplace Services and facility stream SMEs (e.g., Fire Protection, HVAC) to verify physical assets and correct records.

2. Ensure Audit Compliance:

• Prioritize physical verification of assets, ensuring only physically located and identifiable assets are considered verified.
• Work with internal audit and the finance team to address audit findings and compliance risks, including the inability to locate key assets.
• Prepare for upcoming audits by ensuring accurate documentation and compliance with fixed asset standards.

3. Standardize Asset Naming and Tagging:

• Develop and implement a standardized naming convention and smarter tagging processes to ensure clarity, consistency, and traceability across all assets.
• Incorporate lessons learned from past issues to create reliable systems that support audits and future system migrations (e.g., transition to S4).

4. Reconciliation and System Updates:

• Support the reconciliation of physical assets to the asset ledger and vice versa, identifying discrepancies and proposing solutions for write-offs of fully depreciated and absent assets.
• Collaborate with the cross functional team, including shared services, to track cleanup progress and ensure accurate data migration to new systems.

5. Project Coordination:

• Act as a "quarterback" for the asset cleanup initiative, coordinating efforts between finance, Workplace Services, SMEs, and external resources.
• Maintain clear communication and accountability across all stakeholders, ensuring tasks are completed on schedule.
• Facilitate weekly check-ins to review progress, assign roles, and address roadblocks.

6. Resource Allocation and Onsite Presence:

• Identify resource gaps and recommend appropriate staffing solutions, including hiring contractors or reallocating personnel, to ensure sufficient support for the cleanup effort.
• Be actively involved onsite at facilities to improve engagement, accountability, and leadership trust in the process.

7. Collaboration and Knowledge Sharing:

• Work closely with WPS leadership team to leverage their expertise in accurate asset identification, especially for specialized components like HVAC.
• Collaborate with Mexico Shared Service Center and other teams to streamline workflows and implement best practices.

Key Deliverables:

• An updated and verified fixed asset register for the Workplace Services division.
• A new standardized naming convention and tagging process, tailored to improve compliance and operational efficiency.
• A roadmap for reconciling physical assets to the asset ledger and preparing for the transition to S4.
• Documentation and processes that align with audit requirements and reduce compliance risks.

Skills & Competencies Required:

• Strong financial acumen and understanding of fixed asset accounting and compliance.
• Proven project management capabilities, including coordination of cross-functional teams and resource planning.
• Analytical ability to solve complex problems, reconcile discrepancies, and develop smarter processes.
• Exceptional communication and stakeholder management skills to engage SMEs, facility teams, and leadership.
• Flexibility and adaptability to work onsite and remotely, ensuring a hands-on approach to project completion.
• Proficiency in systems such as PeopleSoft and familiarity with S4 migration processes is a plus.

Required Education and Experience:

• A minimum of a bachelor’s degree.
• 3 or more years’ experience working on Finance related projects, specifically familiar with fixed assets and reconciliations.

Required Skills:

• Functional Finance system knowledge of PeopleSoft (version 9.2 preferred)
• Fixed Asset management
• Ability to assess priorities and manage many project activities at a time.
• Capacity to work well under pressure with ability to adapt to changing project requirements and deadlines.
• Customer focused.
• Excellent organizational skills, detail oriented.
• Demonstrates initiative and effectively manages self through a fast-paced environment.
• Highly proficient with Microsoft Office products including Word, Excel, PowerPoint, Visio, and/or Project.
• Problem Solving, Analytical Skills, Exceptional Follow Through.

Desired Skills:

• Exposure to leading project components, recommending process improvements and escalating potential risk exposures.
• Soft Skills: Ambitious and demonstrates initiative.
• Collaborative work style and organizational savvy.
• Cross-cultural Sensitivity.
• Customer Focus with emphasis on exceptional project delivery.
• Eager to learn new things.
• Excellent written and oral presentation skills.
• Flexibility to adapt to changing environment; be a change agent to help others through change.
• Good interpersonal skills.
• Strong communication and ability to interact effectively with a diverse employee group and across many levels of the organization (i.e. Business requestors, CSS operations receivers, IT analysts)