Service Operations Administrator

About Prometheus Group

Prometheus Group is a team of self-starters centered on being resourceful, accountable, and results-focused. Career progress is based on merit and not years of service or attaining certifications. Our drive and dedication to creating great products for our global customers are at the heart of all we do! In joining Prometheus, you will become a part of the largest global provider of comprehensive enterprise asset management (EAM) software solutions that support the management life cycle for equipment maintenance and operations. This position will provide an opportunity to join a successful, rapidly-growing software company that is backed by some of the most reputable private equity firms in the world such as Advent, LGP, and Genstar. An ideal candidate will bring the skills and aptitude necessary to manage the increasing complexity of the company’s global operations driven by the company’s continued expansion. Success in this role will provide opportunities for increased levels of responsibility within the company.

Position Overview

We are looking for a detail-oriented Services Operations Administrator with hands-on experience in NetSuite OpenAir and Asana to support our Professional Services team. In this role, you will be a key contributor to project execution, resource planning, and operational efficiency. You’ll maintain project data accuracy, monitor KPIs, and help ensure that services delivery is streamlined, consistent, and profitable.

This is an ideal opportunity for a tech-savvy operations professional who thrives on data integrity, process optimization, and cross-functional collaboration in a fast-paced, client-facing environment.

Key Responsibilities

NetSuite OpenAir Management:

• Set up, maintain, and audit projects, resources, time tracking, and billing information.
• Generate and manage reports for utilization, project health, and revenue forecasting.
• Support monthly close activities including time approvals, project status validation, and backlog reporting.

Asana Project Coordination:

• Create and manage Asana projects and task boards for internal initiatives and cross-departmental efforts.
• Ensure project timelines and milestones are updated and communicated effectively.
• Monitor task ownership, deadlines, and dependencies to improve accountability.

Resource Scheduling & Capacity Planning:

• Maintain accurate availability and assignment records for consulting resources.
• Work with project managers to align staffing with project needs and team bandwidth.

Process & Data Governance:

• Identify gaps and opportunities in existing workflows and recommend improvements.
• Ensure data integrity between systems including NetSuite, Asana, and Salesforce.
• Enforce documentation and operational standards across the services team.

Reporting & Insights:

• Prepare dashboards and analytics on project health, billability, margins, and backlog.
• Assist leadership with ad hoc reporting and operational analysis.

Cross-Functional Collaboration:

• Coordinate with Finance, Sales, HR, and PMO teams to ensure operational alignment.
• Support onboarding of new consultants and ongoing training on OpenAir and Asana usage.

Qualifications

• 2–4 years of experience in services operations, project coordination, or business operations.
• Proficiency in NetSuite OpenAir for project management, resource planning, and time tracking preferred.
• Strong working knowledge of Asana for project/task management and reporting preferred.
• Proficient in Microsoft Excel and/or Google Sheets (pivot tables, lookups, formulas).
• Excellent attention to detail, organizational, and communication skills.
• Bachelor’s degree in Business, Operations, Project Management, or a related field.

Preferred Qualifications

• Experience in a software/SaaS company or professional services organization.
• Familiarity with Salesforce, Power BI, or other CRM/BI tools.
• Understanding of professional services metrics: utilization, backlog, margin, billability.
• Knowledge of project delivery methodologies (Agile, Waterfall, hybrid).

Benefits Overview:

We offer an attractive benefits program to meet the diverse needs of our teammates:

• Employee base HSA plan, dental, life and short-term disability coverage 100% paid for by Prometheus Group
• HSA & FSA plan options
• Retirement Savings with Generous Company Match & Immediate Vesting
• Gym membership to O2 Fitness
• Casual dress attire
• Half-Day Fridays
• Generous Paid Time Off
• Company Outings, Trips & Activities

Prometheus Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.