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Project Administrator (Basecamp)

This project received 18 bids from talented freelancers with an average bid price of $19 USD / hour.

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18
Project Description

We need an agency / team or individual contributor to gather requirements, coordinate resources, & maintain internal project steps & timelines in Basecamp. Test projects will be 5-10 hours; ongoing work half time & potential for successful participants will include full-time employment.

Background

The client for this project is a US-based sourcing advisor for IT infrastructure. The client’s executive staff is managing dozens of small internal & external projects & needs these activities to be coordinated in Basecamp. The business goal is to be able to predict estimated delivery time for any project that takes more than 1 day as accurately as possible at any given time without imposing a major administrative burden on the exec team & staff.

Initial contract will be project-based for 5-10 hours to build Basecamp templates for repeatable project workflow. Steady state is expected to be half-time on an hourly basis. Long run prospects include joining the customer-facing delivery team full time as project manager &/or business analyst.

Your job will be to:

• Maintain project-related Basecamp functionality & content (to-dos, etc.)

o Research & recommend tools to augment Basecamp for better project management

o Develop & maintain project progress / success metrics & reports

o Synchronize content from other systems into Basecamp

• Maintain a prioritized list of major internal & external projects

o Keep track of non-movable / external deadlines & update project priority daily to meet them

o Keep track of movable / internal deadlines & update based on assigned priority, resource availability, & progress to date

o On a regular basis, collect information on project progress & update target timelines from project owner

o Document delays & causes of delays

• Gather requirements & project timelines for each new major project:

o Work with project requester to collect project requirements via phone, skype, e-mail, etc. , validate that request has been transcribed correctly & publish them in Basecamp using a pre-defined format.

o Identify a project owner either via assignment by project requester or soliciting volunteers

o Contact the project owner and other project participants if any to identify steps required; arrive at a total time estimate for the project

o Obtain a preliminary prioritization vs. other key pending tasks with input from project requester & project owner

o Based on the project’s labor requirements & prioritization, estimate a due date & get it confirmed by the project owner

o Validate that the due date is acceptable to the project requester

o Map the final project schedule into Basecamp

• Document processes & vocabulary

o Create a step by step workflow for the above tasks

o Create & maintain a dictionary of client-specific terminology

o Build templates in Basecamp for repeated tasks

Qualifications – Required Minimums

• Excellent spoken & written English

• Ability to think analytically & add structure to requests

• Familiarity w/IT infrastructure & related disciplines (data center / co-location, managed hosting, cloud computing, bandwidth / networking, content delivery, etc.)

• Availability during US working hours

Qualifications – Preferred Experience / Background

• Previous project administration / management &/or requirements gathering experience

o Example job titles: project manager, project administrator, business analyst

• In-depth knowledge of Basecamp & extensions / add-ons

• Experience working with busy executives & adapting to their working modes / styles

• Experience working with small firms / startups without established structure / process

• MBA/BSBA

• MS Office applications

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