Project Manager, Software Administration

Within our consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project. The Project: Mace, as part of MPA delivery partner joint venture of Mace-Parsons-Arcadis, have been selected as the Gateway Development Commissions partners of choice to support the GDC across the Gateway Program in New York, inclusive of the Hudson Tunnel Project. The busiest rail connection between New York, New Jersey, and the Northeast Corridor, the Hudson Tunnel Project will improve capacity, reliability, and resiliency of commuter and intercity rail transit serving 800,000 daily passengers from Washington, D.C. to New York and New England. A milestone project supported by the bipartisan Infrastructure Investment and Jobs Act (IIJA), the project is slated to receive nearly $12 billion in federal funding, the largest investment in a mass transit project in modern history. Our values shape the way we consult, and define the people we want to join us on our journey, they are:

• Safety First - Going Home Safe and Well.
• Client Focus - Deliver on Our Promise.
• Integrity - Always Do the Right Thing.
• Create Opportunity - For Our People to Excel.

You’ll Be Responsible For:

• Define project scope, objectives, and deliverables, ensuring alignment with organizational goals.
• Develop and maintain project plans, including timelines, milestones, and resource allocation.
• Monitor project progress, identify risks, and implement mitigation strategies to ensure successful outcomes.
• Administer the full lifecycle of project management and related software tools, with a focus on procurement, contracting, invoicing, and user administration.
• Work with GDC’s Director of IT and deputies to maintain the software program under MPA TO 003, including an inventory of over 40 software tools.
• Administer the IT Steering Committee, including meeting scheduling, agenda preparation, documentation, and tracking of decisions and action items.
• Coordinate and track client procurement authorizations (“ARs”) associated with software tools, ensuring appropriate approvals and documentation.
• Collect and document business and technical requirements for new PM related and other IT software solutions from internal stakeholders.
• Conduct market research and vendor searches to identify potential software tools that meet defined requirements; coordinate demonstrations, trials, and vendor consultations.
• Support the evaluation and selection of software solutions by comparing features, costs, licensing models, security considerations, and implementation complexity.
• Coordinate with MPA procurement, legal, IT, Security, and other stakeholders to establish and onboard new software tools in alignment with organizational, contractual, and cybersecurity standards.
• Coordinate the preparation, review, and routing of software contracts, amendments, and renewals; maintain an inventory of all key software tools, including contract terms, renewal dates, license quantities, and key contacts.
• Serve as the main point of contact for invoicing from software tool vendors; receive, review, and validate software vendor invoices against contracted terms, license counts, and usage; resolve discrepancies and support timely processing with Finance/AP.
• Administer and maintain user lists for each software tool, including onboarding, role changes, and deactivation, ensuring compliance with license limits and security requirements; review and update these user lists at least monthly to ensure ongoing accuracy.
• Serve as a backup administrator for MPA Invoicing to GDC, including maintenance of user access and related configurations as required.
• Track usage and license allocation across software tools, recommending adjustments to optimize cost and utilization; provide reporting on software inventory, renewals, and invoice trends.

Do you have experience in Vendor relationship management?, Do you have a Associate’s degree?, * Associate’s degree in Information Technology, Computer Science, or a related field.

• 5+ years of experience managing IT projects, with a focus on software development, implementation, and cybersecurity.
• Project Management Professional (PMP) certification or equivalent is preferred.
• Strong knowledge of project management methodologies (e.g., Agile, Waterfall) and software development lifecycle (SDLC).
• Familiarity with cybersecurity frameworks and best practices.
• Knowledge of and experience with SOC 2, ITIL, and NIST frameworks, and how they apply to software lifecycle management, vendor governance, and cybersecurity posture.
• Proven ability to manage IT projects in a small to mid-sized organization.
• Excellent analytical, problem-solving, and decision-making skills.
• Strong communication and leadership skills, with the ability to manage cross-functional teams.
• Experience with vendor management, resource planning, and risk management.

Note: The estimated starting salary for this position is $120k. Starting salary may vary based on permissible, non-discriminatory factors such as experience, skills and qualifications.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organization. We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role.

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities, and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.