Client-Side Project Manager (Contract) /// Own & Orchestrate Delivery — Intelligent Exam Desk Booking + Zoho Books
Budget: $30 – $250 USD
Client-Side Project Manager (Contract)
Own & Orchestrate Delivery — Intelligent Exam Desk Booking + Zoho Books
We’ve posted the build on Freelancer and will award it shortly. Now we need a hands-on Project Manager to run point on our side—steering the awarded contractor to deliver exactly what’s in our SOR (attached), with zero surprises and airtight compliance.
Why this gig matters
We’re an EASA exam centre with 24 desks. Scheduling errors aren’t just annoying—they’re audit risks. Your mission: turn a rule-dense spec into a smooth, reliable system.
What you’ll own (end-to-end)
Vendor orchestration: Run kickoff, define comms cadences, translate the SOR into tickets/acceptance criteria, hold the awarded Freelancer team accountable.
Plan & governance: WBS, milestone plan, RAID log, change control, weekly status (green/yellow/red).
Requirements to reality: Map each rule to where it’s enforced (booking engine vs. automation vs. custom), maintain a traceability matrix.
Config leadership:
Waves: 08:45 (Wave 1), 12:00 Mon–Thu / 11:40 Fri (Wave 2)
Cut-offs: 16:30 Mon–Thu / 14:55 Fri (incl. fixed 10-min gaps)
Capacity: 24 seats, minute-level concurrency
Licence durations: PPL/CPL/ATPL/IR/CB-IR (+ heli variants) imported verbatim
Pricing catalogue (selectable): ATPL €105,90; PPL initial €389,00; PPL remedial €159,90 + €29,00 each add’l; CPL/IR €94,90; BIR €169,00; ATPL ICAO conv. €127,90
Single-Exam Fee €69,90 when exactly one subject/day for ATPL/CPL/IR
Zoho Books integration: Item mapping, taxes, contact upsert, invoice create, payment sync, idempotency + retries (Make/Zapier/Zoho Flow acceptable).
Testing & acceptance: Author UAT scripts, run dry-runs, collect evidence, and gate go-live against our Acceptance Tests (PPL initial 08:45–14:55; ATPL≥3 Wave-1; Friday Wave-2=11:40 rule; Single-Exam Fee; capacity breach rejection).
Launch & hypercare: Runbook, admin training, rollback, 2–4 weeks of post-go-live support.
Success looks like (KPIs)
100% of SOR acceptance tests pass.
0 over-capacity or out-of-hours bookings in dry-runs.
>99.5% invoice line-item accuracy, fee logic correct.
Admins can maintain durations, pricing, wave times without a developer.
Clean audit trail; GDPR boxes ticked.
Must-have experience
4–8+ years project managing SaaS implementations, ideally booking/scheduling at real-world scale.
Vendor management on marketplace builds (Freelancer/Upwork/partners).
Zoho Books (or similar) integrations: invoices, items, taxes, webhooks/API.
Automation stacks (Make.com / Zapier / Zoho Flow): robust error handling, retries, idempotency.
Rule-heavy systems (healthcare, transport, exams, ops).
GDPR/PII basics, RBAC, audit logs.
Crystal-clear written comms; ruthless scope control.
Nice-to-haves: EASA domain; Skedda/SuperSaaS/Acuity/Bookeo; Zoho Creator/Deluge; PMP/Prince2/Scrum-Master.
Engagement & logistics
Remote, with overlap to Europe/Rome hours.
Start: ASAP (award imminent).
Contract: Fixed-price by milestone or T&M with cap—pitch your model.
We’ll hand you the full SOR PDF + Executive One-Pager and join your kickoff.
What you’ll deliver (artifacts)
Milestone plan & RAID log; RACI; comms plan.
Rules traceability matrix (every SOR rule → enforcement point → test).
Integration spec for Zoho Books + error handling playbook.
UAT pack with step-by-step scripts & evidence.
Go-live runbook, training deck, and hypercare checklist.
How to apply (short & sharp)
Please include all of the below to be considered:
1-page delivery plan (phases, timeline, key risks, mitigations).
Architecture sketch (text is fine): Booking UI → Rules Engine → Seat/Calendar → Zoho Books; show where each critical rule is enforced (Friday Wave-2 11:40, 10-min gaps, capacity 24, Single-Exam Fee).
Links or briefs for 2 relevant projects (scheduling + invoicing + automation).
Sample UAT snippet for “Friday Wave-2: 2 subjects, combined ≤02:30, end ≤14:55”—how you’d test & evidence it.
Commercials (rate or fixed bid), availability, and start date.
Screening (yes/no + 1–2 sentences)
Delivered a production Zoho Books integration with item mapping + payment sync?
Built/runned Make/Zapier/Zoho Flow with idempotency & retries?
Managed a rule-dense capacity-constrained scheduler before?
Own & Orchestrate Delivery — Intelligent Exam Desk Booking + Zoho Books
We’ve posted the build on Freelancer and will award it shortly. Now we need a hands-on Project Manager to run point on our side—steering the awarded contractor to deliver exactly what’s in our SOR (attached), with zero surprises and airtight compliance.
Why this gig matters
We’re an EASA exam centre with 24 desks. Scheduling errors aren’t just annoying—they’re audit risks. Your mission: turn a rule-dense spec into a smooth, reliable system.
What you’ll own (end-to-end)
Vendor orchestration: Run kickoff, define comms cadences, translate the SOR into tickets/acceptance criteria, hold the awarded Freelancer team accountable.
Plan & governance: WBS, milestone plan, RAID log, change control, weekly status (green/yellow/red).
Requirements to reality: Map each rule to where it’s enforced (booking engine vs. automation vs. custom), maintain a traceability matrix.
Config leadership:
Waves: 08:45 (Wave 1), 12:00 Mon–Thu / 11:40 Fri (Wave 2)
Cut-offs: 16:30 Mon–Thu / 14:55 Fri (incl. fixed 10-min gaps)
Capacity: 24 seats, minute-level concurrency
Licence durations: PPL/CPL/ATPL/IR/CB-IR (+ heli variants) imported verbatim
Pricing catalogue (selectable): ATPL €105,90; PPL initial €389,00; PPL remedial €159,90 + €29,00 each add’l; CPL/IR €94,90; BIR €169,00; ATPL ICAO conv. €127,90
Single-Exam Fee €69,90 when exactly one subject/day for ATPL/CPL/IR
Zoho Books integration: Item mapping, taxes, contact upsert, invoice create, payment sync, idempotency + retries (Make/Zapier/Zoho Flow acceptable).
Testing & acceptance: Author UAT scripts, run dry-runs, collect evidence, and gate go-live against our Acceptance Tests (PPL initial 08:45–14:55; ATPL≥3 Wave-1; Friday Wave-2=11:40 rule; Single-Exam Fee; capacity breach rejection).
Launch & hypercare: Runbook, admin training, rollback, 2–4 weeks of post-go-live support.
Success looks like (KPIs)
100% of SOR acceptance tests pass.
0 over-capacity or out-of-hours bookings in dry-runs.
>99.5% invoice line-item accuracy, fee logic correct.
Admins can maintain durations, pricing, wave times without a developer.
Clean audit trail; GDPR boxes ticked.
Must-have experience
4–8+ years project managing SaaS implementations, ideally booking/scheduling at real-world scale.
Vendor management on marketplace builds (Freelancer/Upwork/partners).
Zoho Books (or similar) integrations: invoices, items, taxes, webhooks/API.
Automation stacks (Make.com / Zapier / Zoho Flow): robust error handling, retries, idempotency.
Rule-heavy systems (healthcare, transport, exams, ops).
GDPR/PII basics, RBAC, audit logs.
Crystal-clear written comms; ruthless scope control.
Nice-to-haves: EASA domain; Skedda/SuperSaaS/Acuity/Bookeo; Zoho Creator/Deluge; PMP/Prince2/Scrum-Master.
Engagement & logistics
Remote, with overlap to Europe/Rome hours.
Start: ASAP (award imminent).
Contract: Fixed-price by milestone or T&M with cap—pitch your model.
We’ll hand you the full SOR PDF + Executive One-Pager and join your kickoff.
What you’ll deliver (artifacts)
Milestone plan & RAID log; RACI; comms plan.
Rules traceability matrix (every SOR rule → enforcement point → test).
Integration spec for Zoho Books + error handling playbook.
UAT pack with step-by-step scripts & evidence.
Go-live runbook, training deck, and hypercare checklist.
How to apply (short & sharp)
Please include all of the below to be considered:
1-page delivery plan (phases, timeline, key risks, mitigations).
Architecture sketch (text is fine): Booking UI → Rules Engine → Seat/Calendar → Zoho Books; show where each critical rule is enforced (Friday Wave-2 11:40, 10-min gaps, capacity 24, Single-Exam Fee).
Links or briefs for 2 relevant projects (scheduling + invoicing + automation).
Sample UAT snippet for “Friday Wave-2: 2 subjects, combined ≤02:30, end ≤14:55”—how you’d test & evidence it.
Commercials (rate or fixed bid), availability, and start date.
Screening (yes/no + 1–2 sentences)
Delivered a production Zoho Books integration with item mapping + payment sync?
Built/runned Make/Zapier/Zoho Flow with idempotency & retries?
Managed a rule-dense capacity-constrained scheduler before?