Project Administrator cum Resource Management Specialist

We are an established, globally active management consulting company with offices in Switzerland, Germany, Austria, UK, USA, Singapore, Hong Kong, the Philippines, Australia, Indonesia and India. We are a valued partner to many of the world's largest international financial services and insurance firms. We support our clients at all project management stages from the development of strategies and operational frameworks to the technical implementation and handover. Our expertise in business and technology combined with our methodic approach enable us to create sustainable added value for our clients business.

We are seeking a strategic and tech-savvy Project Administrator cum Resource Management Specialist with experience in artificial intelligence (AI) to optimize the allocation and utilization in resource management. Working closely with Project Managers, this role ensures the right talent is deployed at the right time while supporting timely setup, maintenance, and closure of projects in the ERP. By combining strategic workforce planning, project administration support, and data-driven insights, the role enhances delivery capability, optimizes bench productivity, and ensures operational efficiency.

Key Responsibilities:

Project Administration

• Assist Project Managers in setting up customer, project and freelancer codes in a timely manner, ensuring alignment with contractual agreements and approved staffing plans.
• Track, maintain and update resource allocations in accordance with agreed staffing plans throughout the project lifecycle.
• Support project closure by coordinating the timely release of resources, completing all required documentation, and ensuring project status is properly reflected in the ERP for accurate reporting and billing.
• Prepare and process Sales Orders (SO), Purchase Orders (PO) and invoices for software licensing

Resource Management

• Develop and implement resource allocation strategies across departments and projects.
• Monitor and maintain resource databases, ensuring real-time accuracy of availability and utilization.
• Collaborate with project managers and department leads to identify and resolve resource gaps.
• Assess resource skills, availability and compatibility using internal tools and libraries, and through direct engagement with resources & talent acquisition team.
• Conduct regular resource utilization reviews and provide recommendations
• Forecast future resource needs based on project pipelines and business objectives.
• Facilitate communication and collaboration between departments to optimize resource usage

AI Integration & Optimization

• Leverage AI tools and platforms to forecast resource needs and identify optimization opportunities.
• Analyze large datasets using AI/ML models to improve resource planning accuracy.
• Partner with data science and IT teams to integrate AI into project administrator and resource management workflows.

Reporting & Analysis

• Prepare dashboards and reports on resource utilization, capacity planning, and performance metrics.
• Use predictive analytics to support strategic planning and risk mitigation.

Process Improvement

• Identify inefficiencies and recommend AI-enhanced process improvements.
• Implement best practices in resource management using automation and intelligent systems.

Preferred Skills:

• Certification in AI, Data Analytics, or Project Management (e.g., PMP, RMCP)
• Experience with workforce planning tools and AI-driven scheduling systems.
• Familiarity with cloud platforms (e.g., Azure), NetSuite, Salesforce, Cornerstone, Power BI, MS Office, SharePoint, MS
• Teams and enterprise resource planning (ERP) systems

Qualifications:

• Bachelor's degree in business administration, Project Management, Data Science, or related field.
• Minimum 3-5 years of experience in Resource Management, Workforce Planning, or Project Operations.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent analytical and problem-solving skills to assess resource demands and optimize resource allocation
• A strategic perspective, with the ability to think proactively and implement resource management strategies that align with organizational goals.
• Ability to work well under pressure and adapt to changing priorities and deadlines.
• Excellent communication and stakeholder management skills.

• Flexible working hours with part-time working models and hybrid options
• Attractive fringe benefits and salary structures in line with the market
• Modern and central office space with good public transport connections
• Can-do mentality and one-spirit culture
• Varied events and employee initiatives

• Resume
• Job references
• Qualifications (bachelor/ master diploma, etc.) with certificate of grades
• Motivation letter: Why Synpulse? Why you? Why this function?
• Recommendation letters (optional)

Do you approach your tasks with commitment and enjoyment and are you convinced that teamwork achieves better results than working alone? Are you proactive and willing to go the extra mile for your clients? Are you motivated not only to design solutions but also to implement them? As a flexible and goal-oriented person, you will quickly assume entrepreneurial responsibility with us.

Do you appreciate the spirit of a growing international company with Swiss roots and a strong corporate culture? Then we look forward to receiving your online application