PS Operations Manager
Medius · United States · remote
About Us
At Medius, we believe managing finance should be about strategy, not stress. That same mindset shapes not only the solutions we build, but also the culture we create for our people. We remove complexity, embrace innovation, and give our teams the freedom to focus on what truly matters — whether that’s transforming the future of finance with AI or finding balance to go home on time.
Founded in Sweden in 2001, Medius has grown from a local startup into a global leader in cloud-based spend management solutions. Today, thousands of organizations worldwide trust us to simplify accounts payable and spend management processes. Our journey has been driven by continuous innovation, a passion for technology, and above all — the people who make it happen.
We’re more than a software company. We’re a team of problem-solvers, innovators and collaborators working together to reinvent the category of accounts payable. Our solutions use Artificial Intelligence to eliminate manual work, bring clarity, confidence, and control, and empower finance teams of the future.
At Medius, our values guide how we work and grow together:
- Connect – We believe in the power of people—individually and collectively—and our success depends on understanding and respecting each other. We appreciate that ‘empowering finance teams of the future’ is an exciting endeavor, and we share it with everyone around us.
- Question – We enjoy the challenge of our work and the thrill of collaboration. We are not afraid to question ourselves and each other because we believe diverse perspectives can lead to better outcomes and that there is great power in resolution.
- Own – We are thorough, thoughtful, and decisive. We anticipate what’s next, what a customer might need, and then we deliver. That’s how we get things done. And that’s how we remain a leader. Customers trust us to do our job so that they can focus on what they do best.
At Medius, you’ll join a diverse, global community where curiosity is celebrated, ideas matter, and innovation never stops. If you’re passionate about technology, eager to make an impact, and ready to grow alongside a team that lives its values, Medius is where you can do your best work — your impact is global.
Learn more at www.medius.com
Job overview
Medius is seeking an experienced, results-driven Professional Services Operations Manager to lead and optimize the operational functions supporting our global Professional Services organization.
This role is responsible for driving operational excellence, resource optimization, capacity planning, systems administration, data integrity, and process standardization across Professional Services. The PS Operations Manager will serve as a strategic and hands-on partner to PS leadership, ensuring our teams have the processes, systems, reporting, and operational visibility necessary to deliver customer projects efficiently and predictably.
A key responsibility of this position is serving as the primary administrator and business owner of Cloud Coach, our Professional Services Automation (PSA) platform, and other Professional Services-related tools as applicable. This individual will be accountable for ensuring these systems are effectively configured, maintained, and optimized to support business needs.
Reporting to the VP of CXO Business Strategy & Operations, this individual will oversee the PS Operations Specialists and play a critical role in building a scalable, data-driven operations function that supports business growth, improves resource utilization, and enables consistent project execution.
Responsibilities and Duties -
Professional Services Systems Administration & Optimization
- Own and administer Cloud Coach, Medius’s Professional Services Automation (PSA) platform, and related systems, including configurations, workflows, user access, project templates, and resource management settings.
- Optimize systems to support project planning, resource scheduling, capacity management, project tracking, and operational reporting while maintaining data integrity and consistent usage.
- Troubleshoot issues, support end users, and coordinate with IT, Salesforce administrators, and vendors on system enhancements and integrations.
- Identify opportunities to leverage automation, AI, and technology to improve efficiency, reduce manual effort, and increase system adoption.
- Maintain system documentation, standard operating procedures, and user training materials.
Resource Management & Capacity Planning
- Own and improve resource planning and allocation processes across Professional Services, partnering with Delivery leadership to align resources with project requirements, skills, availability, and timelines.
- Maintain forward-looking capacity plans and visibility into resource demand, utilization, availability, and staffing needs.
- Proactively identify resource conflicts, capacity constraints, and scheduling risks, developing solutions to support effective delivery and workforce planning.
- Establish consistent resource planning processes and governance to improve utilization, scheduling accuracy, and operational efficiency.
Operational Reporting & Performance Management
- Develop and maintain dashboards, KPIs, and reporting that provide visibility into resource utilization, billable capacity, project backlog, staffing, delivery milestones, productivity, and operational performance.
- Partner with Finance and Professional Services leadership on forecasting, business reviews, and operational planning.
- Translate data into actionable insights, identifying trends, risks, and opportunities while ensuring reporting accuracy, consistency, and timeliness.
- Improve reporting processes through automation, standardized metrics, and reduced manual data collection.
Process Improvement & Operational Excellence
- Evaluate and streamline Professional Services workflows across project setup, resource allocation, scheduling, tracking, and reporting.
- Establish standardized processes, governance, and documentation to improve consistency, accountability, and scalability.
- Collaborate with Sales, Professional Services, and broader CXO teams to strengthen handoffs and cross-functional alignment.
- Lead continuous improvement initiatives that eliminate inefficiencies, improve data quality, and support broader CXO transformation efforts.
Team Leadership & Cross-Functional Collaboration
- Lead, coach, and develop the PS Operations Specialist, establishing clear responsibilities, priorities, and performance expectations.
- Oversee day-to-day PS Operations activities while balancing immediate business needs with longer-term improvements.
- Build strong partnerships with PS Delivery leadership, Finance, Sales Operations, IT, and other stakeholders.
- Serve as a trusted operational partner to leadership, proactively identifying challenges, recommending solutions, and driving accountability and service excellence.
Qualifications
- 5+ years of experience in Professional Services Operations, Resource Management, Business Operations, or a related function, preferably within a SaaS or enterprise software organization.
- Hands-on experience administering, configuring, or managing Professional Services Automation (PSA) platforms or comparable enterprise business applications.
- Demonstrated experience with system configuration, workflow management, data governance, reporting, and end-user support.
- Experience managing Professional Services resource planning, utilization, capacity forecasting, or project operations.
- Strong analytical skills with the ability to interpret operational data and translate findings into actionable business recommendations.
- Demonstrated ability to improve operational processes, systems, and reporting in a growing or complex organization.
- Proficiency with reporting and analysis tools, including Excel and enterprise reporting platforms.
- Strong problem-solving skills and t