Productivity Specialist

The Timesheet & Productivity Enforcer is responsible for ensuring that employees accurately record their working hours, comply with time-tracking policies, and maintain productivity standards.

This role involves monitoring timesheet submissions, analyzing productivity trends, and working closely with management to enforce compliance.

The ideal candidate will be detail-oriented, process-driven, and possess strong communication and analytical skills to uphold efficiency in the workplace.

PRIMARY DUTIES AND RESPONSIBILITIES

TIMESHEET MANAGEMENT AND COMPLIANCE

1. Monitor and enforce timesheet submissions across all departments to ensure timely and accurate reporting.
2. Review timesheets for errors, inconsistencies, or missing data and follow up with time writers and time approvers for corrections.
3. Review the performance (discipline & quality) of time approvers and escalate to the Chief Operating Officer (COO) if there are issues.
4. Meticulously review time designated as Internal or non-chargeable with a view to identifying any work contained therein that should be reclassified as chargeable.
5. Assist the COO in reviewing the timesheet approval structure of an office with a view to implementing enhancements.
6. Escalate to Group Head - Human Resources (GHHR) if there are consistent discipline issues.

PRODUCTIVITY MONITORING & REPORTING

1. Analyze employee work patterns using timesheets and productivity tracking tools.
2. Assist the COO to identify revenue leakage across the Group.
3. Work with the COO on margin discussions with offices.
4. Identify inefficiencies and report trends that may impact overall business performance.

CLIENT BILLING - HOURS AND $ BILLING

1. Ensure all staff are meeting the minimum billable hours and USD WIP value per day.
2. Review time designated as chargeable time with a view to identifying work that should be increased by value billing (e.g., charged to process a $2, transaction).
3. Daily in-system review to check the billings of staff live in the billing tool, Maconomy.
4. Daily interactions with time writers and time approvers with billing targets to ensure awareness of billing requirements of WIP, billing requirements in hours per day and per week.
5. Repeated follow-up daily, weekly, monthly with staff to achieve the same.
6. Working with time approvers to prioritize client billings above internal unallocated time and remediation of the same.
7. Weekly monitoring of timesheets, which after the above actions, remain incomplete and missing billable hours for submission and approval.
8. Analysis and follow-up on actions required for excessing non-client billable hours: IT, Learning and Development, Internal group work, and all other non-client billable work, with a goal to reduce this.

REPORTING

1. Develop and maintain dashboards to provide real-time insights into workforce efficiency.
2. Provide support and is responsible within a team for generating the weekly client billings report from system to staff distribution, when required.
3. Extract a report of incomplete timesheets each week for action.
4. Assist the COO in analyzing the MIS of offices with a view to identify the cause of financial underperformance.
5. Generate productivity reports for COO and GHR, highlighting areas of concern and improvement opportunities.
6. Provide a monthly report on billing shortfalls and analysis into the cause to the Group CEO and GHHR and senior management.

POLICY ENFORCEMENT AND TRAINING

1. Educate employees on the importance of accurate timekeeping and productivity management.
2. Conduct training sessions to familiarize staff with time-tracking systems and best practices.
3. Implement disciplinary measures for repeated non-compliance in coordination with HR and department heads.

SYSTEM AND PROCESS IMPROVEMENT

1. Recommend and implement improvements to time-tracking software and productivity monitoring tools.
2. Work with IT and HR teams to enhance automation and streamline time management processes.
3. Stay updated on industry best practices and regulatory requirements related to workforce productivity tracking.

STAKEHOLDER COLLABORATION

1. Work closely with time approvers to set realistic productivity benchmarks.
2. Support time writers and time approvers in addressing time management concerns within their teams.
3. Ensure transparency in timekeeping practices.

OTHER DUTIES

1. Undertake the role of director, trustee, nominee, manager, partner, secretary, authorized signatory, or any related position in internal entities or client entities of Amicorp Group, where necessary and required by the Management.
2. Act as funds' director, compliance officer, and/or company secretary, as necessary.
3. Undertake such other duties, related to the position, as may from time to time be agreed with Management.

Qualifications, Skills, and Experience

1. Bachelor's degree in accounting, Business Administration, Operations Management, or a related field, 6+ years of experience in timekeeping, workforce management, operations.
2. Previous experience working in a fund administration or fiduciary services industry in a time recording/billing environment is an advantage.
3. Experience with time-tracking and billing software (e.g., Maconomy).
4. Able to identify discrepancies and enforce compliance with precision.
5. Capable of effectively explaining policies and addressing employee concerns.
6. Able to interpret time and productivity data to provide actionable insights.
7. Proficient in using time management and data analysis tools.
8. Able to handle disputes regarding work hours and productivity fairly and diplomatically.
9. Able to manage multiple tasks, deadlines, and compliance requirements with excellent organizational, interpersonal, and communication skills.
10. Exceptional client-facing skills.
11. Well-developed spoken and written communication skills and the ability to tailor style to relevant audiences and successfully liaise with people at different levels.
12. Excellent English language fluency; additional languages preferred.
13. Strong analytical and problem-solving skills, solution-driven, highly organized and detail-oriented with good decision-making and time management skills.
14. Independent, hands-on, and takes accountability to deliver solutions and results.
15. Ability to adapt and work in a smaller, dynamic local team environment with tight deadlines; along with being part of a bigger matrix organization.
16. Proven team player skills, with ambition to excel in the role and grow into fund organization and structuring.