Specialist, OTC (Contractor)

JOB SUMMARY The Specialist provides project management, coordination, and administrative support to the OTC Process Owner (Director) during the implementation phase of Project Lotus. This role helps coordinate project activities, maintain key documentation, support testing, training, and deployment readiness, and ensure project information is organized, timely, and accurately communicated across workstreams. The role requires strong attention to detail, proactive follow-up, professional communication, and the ability to manage multiple priorities in a fast-paced transformation environment. This position is based in Shanghai. CANDIDATE PROFILE Knowledge and Skills • Years of Experience: Minimum of 3-5 years of experience in project coordination, finance operations, shared services, transformation programs, or related business support roles; experience supporting large-scale system or process implementation projects is preferred. • Process Knowledge: Basic understanding of finance operations and Order-to-Cash processes, including accounts receivable, cash application, customer billing, collections support, reconciliations, and related controls. • Project Coordination: Strong capability to coordinate project meetings, maintain trackers, document decisions, follow up on action items, and support milestone, risk, issue, and dependency management. • Documentation & Communication: Strong written communication skills with the ability to prepare clear meeting notes, status updates, training materials, testing records, deployment checklists, and governance documentation. Minimum Job Specifications • Ability to travel as required during project implementation, testing, training, and deployment activities. • Good English and Mandarin communication skills; proficiency in Microsoft Office tools, including Excel, PowerPoint, Word, Teams, and project tracking templates. CORE WORK ACTIVITIES • Project Management & Implementation Support o Project Activity Coordination: Support the OTC Process Owner in coordinating day-to-day Project Lotus implementation activities, including workstream meetings, project calendars, deliverable tracking, stakeholder follow-ups, and preparation of project materials. o Milestone, Risk, and Action Tracking: Maintain project trackers for milestones, risks, issues, action items, decisions, dependencies, and open questions; proactively follow up with responsible owners and escalate overdue or high-risk items to the OTC Process Owner. o Status Reporting: Compile inputs from workstreams and prepare accurate, concise, and timely project status updates, dashboards, meeting summaries, and governance reports for review by the OTC Process Owner and project leadership. • Documentation, Testing, Training & Deployment Support o Project Documentation: Organize and maintain project documentation, including process documents, requirement logs, testing evidence, training attendance, issue logs, sign-off records, deployment checklists, and governance files. o Testing, Training, and Deployment Readiness: Coordinate logistics and tracking for user acceptance testing, defect follow-up, training sessions, communication materials, deployment readiness reviews, and post-go-live support activities. • Stakeholder Communication & Governance Support o Stakeholder Communication: Support regular communication with hotel finance teams, BPO/vendor representatives, regional finance leaders, technology teams, and other cross-functional stakeholders to ensure alignment on project timeline, deliverables, risks, and next steps. o Governance Meeting Support: Prepare agendas, collect pre-read materials, document meeting minutes, capture decisions, and monitor follow-up actions for project governance meetings, workstream reviews, and implementation checkpoints. • Administrative & Operational Support o Administrative Support: Provide practical administrative support for project scheduling, meeting coordination, file organization, version control, distribution lists, approval follow-ups, and project communication logistics. o Process Improvement Support: Collect feedback, summarize recurring questions or issues, support root-cause documentation, and assist in preparing materials that help the OTC Process Owner drive process stabilization and continuous improvement after go-live. COMPETENCIES AND SKILLS • Organization & Attention to Detail: Able to manage trackers, documents, deadlines, meeting notes, and follow-up items accurately and consistently. • Communication Skills: Able to communicate clearly and professionally in writing and verbally and summarize information into concise updates. • Stakeholder Coordination: Able to work with different teams, follow up on inputs, coordinate meetings, and support alignment across stakeholders. • Execution & Follow-up Discipline: Takes ownership of assigned tasks, follows through on action items, and escalates issues when needed. • Learning Agility: Willing and able to learn new processes, systems, tools, and project requirements quickly. • Team Collaboration: Works well with project team members, business users, vendors, and finance stakeholders in a cooperative way. • Confidentiality & Professionalism: Handles project information, business data, and stakeholder communication with discretion and professionalism.