Project Operations Specialist - Remote Eligible

Project Operations Specialist

Transforming The Way Construction Owners Use Technology & Data

If you like technology, solving problems, working with a dynamic team in a fast-paced environment, and providing excellent customer service, this is the position for you! The Project Operations Specialist is a crucial contributor to supporting our consultant's project delivery toolkit, reporting needs, and day-to-day client work.

You will love this job if…

• You are a high performer, self-starter, and love to learn.
• You take ownership of projects and drive impact.
• You connect and grow both inside and outside the organization.
• You like to have fun and be your authentic self.

What you'll do…

System & Process Ownership

• Serve as the primary owner of Avicado’s project data ecosystem, including homegrown tools, Toggl, Notion, and select Salesforce data.
• Lead and continuously improve the Opportunity Closeout process, ensuring every project has complete, accurate setup data (people, scope, duration, billing terms).
• Oversee the end-to-end project lifecycle, including setup, time tracking, financial reporting coordination, and renewal support.

Data Integrity & Reporting

• Ensure project data is consistent and aligned across systems (Salesforce, Toggl, Notion, Finance, internal tools).
• Partner with Finance to ensure invoicing accuracy and timeliness, including leading monthly Pre-Invoicing Meetings.
• Maintain accurate data to support dashboards for utilization, backlog, revenue performance, and service line analytics.

Operational Improvements

• Identify bottlenecks in project operations and implement process improvements that save time, improve accuracy, or reduce risk.
• Define and maintain data governance rules and standards for project-related information.
• Ensure Ops, Consulting, and Sales teams have the documentation and training they need to work effectively in our systems.

Cross-Functional Partnership

• Coordinate with Sales to ensure contracts and project handoffs translate into accurate project setup.
• Collaborate with Consulting to ensure project teams have the information and structure needed for successful delivery.
• Work with Finance to support monthly close, billing cycles, and financial accuracy.
• Train internal teams on project systems, lifecycle workflows, and data best practices.

You should have

• 5+ years in Business Operations, Professional Services Operations, Project Management, or a similar role.
• Experience managing data and processes across tools like Salesforce, Toggl, Xero, Smartsheet, or Notion.
• Strong understanding of professional services fundamentals such as utilization, billable hours, project financials, invoicing, and renewals.
• A track record of bringing order to complexity — strong analytical skills and the ability to design clear workflows.
• Experience with PSA tools (e.g., Kantata, BigTime, Certinia/FinancialForce) is highly valuable and will translate directly to this role.
• Excellent communication skills and the ability to influence without authority.
• Comfort navigating a fast-paced, high-growth environment.

Preferred Qualifications

• Experience supporting or administering PSA-like toolsets.
• Previous exposure to revenue operations, consulting operations, or similar environments.
• Experience managing cross-functional operational processes.
• Strong documentation and training skills.

Characteristics of an Ideal Candidate

• Responsive; Avicado takes great pride in reacting quickly and positively to our clients and teammates, both internal and external.
• Innovative; a desire to drive innovation through new and unique solutions while embracing creative ideas.
• Entrepreneurial; the drive to take initiative, deliver results, and create value for our clients.
• Empowered; bring solutions instead of problems.
• Performance Driven & Accountable; sets goals and challenges our high-performance culture.
• Even-tempered; handles pressure and thrives in a fast-paced environment.
• Coachable; recognizes strengths & weaknesses and open to guidance.

Why Avicado

• Competitive compensation
• Health insurance
• 401k with employer match
• Flexible PTO
• Remote work
• Philanthropic Matching Gift Program

And more…

About Avicado

Avicado Construction Technology Services, LLP was established in 2015 with a focus on utilizing the latest cloud-based tools and applications to enhance our clients' experience. As a technology consultancy, we empower construction owners to make the most of their systems and data. Our team of experts collaborates with enterprise organizations such as data centers, universities, hospitals, and real estate developers to promote seamless interoperability across their teams and technologies. We are experiencing an exciting phase of expansion and actively searching for new talent to join our team.

We're a close-knit team with a high-performance culture, but we don't like to take ourselves too seriously.

Our diversity and inclusivity are a point of pride, and we have created a highly interactive remote work environment that encourages mutual respect and individuality while fostering opportunities for employees to excel both personally and professionally. We offer competitive benefits, remote work experiences, flexible work arrangements, various career development opportunities, employee resource groups, and more.

Avicado's unwavering dedication to creating a remarkable workplace experience has been widely acknowledged by experts in the industry. We are thrilled to have attained the highly coveted "Great Place to Work" certification and to have been included on Inc.'s esteemed Best Workplaces list for three consecutive years. Additionally, we are humbled to have received the AYA Award, which recognizes allies who promote equality and actively foster positive change for women in technology. At Avicado, we take great pride in fostering a culture that is both inclusive and supportive, especially for women in the technology industry.

These accolades are a testament to our ongoing efforts to foster a culture of inclusion, mutual respect, and professional growth for all members of our team.

If you are a self-motivated individual who wants to work with Fortune 500 clients in a rapidly growing company, we encourage you to join us!

EOE