VMware Project Administrator in Heredia, Costa Rica

The PSO Project Administrator is responsible for supporting and enhancing the operations of Professional Services and Technical Account Management in the daily execution of setting up VMware Professional Services projects and initiating purchase orders (PO) for subcontractors. The Project Administrator will utilize company selected tools, resources, methodologies and policies in executing responsibilities.

Primary Responsibilities include, but are not limited to the following:

  • Professional Services Administration

  • Maintain VMware supplied database and reports as required.

  • Help to ensure Consulting Expenses are billed by mapping Expense entries from other systems to VMware’s PSA system (Changepoint).

  • Customer creation in PSA

  • Setting up new customers in VMware’s PSA system.

  • Ensure the correct Oracle Customer and Location IDs are populated.

  • Project Set-up and Invoicing

  • Set up projects in Changepoint.

  • Follow guidelines and policies to ensure excellent data quality for reporting purposes.

  • Ensure required documents are provided and attached to the projects in Changepoint..

  • Ensure invoices are correctly submitted in Changepoint based on SOW/PO, Bill To/Ship To checks

  • Partner PO initiation

  • Create Purchase requests for subcontracting partners when necessary.

  • Follow guidelines and processes to ensure data quality.

  • PSO Credits/Certification

  • Work on PSO credits extension requests for consulting and Education.

  • Prepare weekly credit report to display credits expired/inactive credits etc.

  • Work closely with EDU Ops team to hold calls/meetings to prioritize requests.

  • Create credit accounts in MyLearn.

  • Do certification related activities like merging of accounts, sending of certification kits and answering queries

  • Communication

  • Seamlessly transition projects to the Operations Analysts in Americas, EMEA and Asia Pacific regions.

  • Communicate PO numbers to the Operations Analysts in Americas and Asia Pacific regions.

  • Update Training Documentation when there are new processes or changes.

  • VATC requests

  • Process manual excel order forms for Vouchers and VDC

  • Ensure an up-to-date status between role in VATC Ops Analyst and AR and AP

  • Process VATC PSO Credit Cash out program – ensure completion of cash out and completion of Oracle requisition to closure of invoice – keeping all systems updated manually.

Requirements:

  • Characteristics/Values

  • Detail Oriented

  • Team Oriented

  • Dependable, resourceful and able to work flexible hours to support Australia, Americas, EMEA regions

  • Skills

  • Excellent written and verbal communication skills (English)

  • Ability to operate effectively in a matrix'ed resource environment

  • Ability to work with a Global team

  • Analytical skills

  • Microsoft Office, Outlook

  • Strong Microsoft Excel Skills

  • Ability to work independently as well as on cross-functional teams

  • Experience

  • Understanding of pricing, quoting, contracts and billing applications

  • Knowledge of a PSA system

  • Functional knowledge of Oracle Order Management (OM) module and use of EBS order, shipment, and billing applications

  • Able to make decisions during peak processing periods & work Quarter end schedule

  • Excellent Excel skills and ability to learn systems quickly with little or no guidance

  • 2+ years working in large organizations in the high-tech industry

VMware is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: VMware is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at VMware are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. VMware will not tolerate discrimination or harassment based on any of these characteristics. VMware encourages applicants of all ages. VMware will provide reasonable accommodation to employees who have protected disabilities consistent with local law.