Vaibhav Saxena

PMP-certified Project Management Professional with 3.7 years of hands-on PMO experience in multi-project environments. Proven track record in PMO governance, resource planning, invoice management, stakeholder coordination, and governance reporting. Skilled at driving project delivery across 70+ concurrent projects while maintaining billing accuracy, compliance, and client satisfaction.

PMO Associate at OrangeMantra Technology Pvt. Ltd. (2023-06 – Present)

• Managed PMO operations across a portfolio of 70+ active projects, ensuring clear ownership, updated project plans, and timely resolution of blockers.
• Served as the primary coordination point between project managers, delivery teams, finance, and senior leadership to maintain alignment across all stakeholders.
• Tracked project milestones, timelines, deliverables, and dependencies in real time, identifying and mitigating risks before escalation.
• Handled client escalations related to invoicing, payments, and project status, resolving issues efficiently while maintaining client relationships.
• Managed end-to-end invoice processing including invoice generation, validation, PO status tracking, and billing cycle forecasting.
• Prepared project charters defining scope, objectives, timelines, stakeholders, and risks to provide structured project foundations.
• Built and maintained dashboards and PMO reports covering project health, resource utilization, billing status, and financial forecasting.
• Led resource planning across multiple concurrent projects, aligning the right resources to the right tasks while optimizing team utilization.
• Tracked billable vs. non-billable resource utilization across projects, ensuring accurate reporting and maximizing billable efficiency.
• Coordinated rate revision discussions with clients, managing negotiations and documentation to ensure timely and mutually agreed revisions.
• Managed and maintained key business and legal documents including MSAs, NDAs, Proposals, SOWs, and contracts, ensuring compliance and timely renewals.
• Managed timesheet processes end-to-end, including collection, validation, and sharing of timesheet logs with clients for billing and reconciliation.
• Standardized PMO documentation including templates, governance checklists, and trackers to improve team efficiency and compliance.
• Drove process improvement initiatives reducing manual effort and improving reporting speed across the PMO function.
• Supported business growth initiatives by contributing to proposals and pre-sales activities in collaboration with the business development team.
• Improved resource forecasting accuracy by 27% across 70+ projects by building a structured tracking model that reduced last-minute reallocations.
• Significantly reduced client payment delays by designing and implementing a structured invoice tracking system with clear ownership and follow-up triggers.
• Developed PMO documentation checklists adopted team-wide, improving governance compliance and reducing audit preparation time.
• Streamlined weekly reporting processes, reducing turnaround time and providing leadership with improved visibility into project health.

Analyst at Protiviti Global Business Services (2022-10 – 2023-05)

• Supported supply chain audit projects by reviewing procurement documents, purchase orders, contracts, and supplier records to identify gaps and risks.
• Analyzed procurement, logistics, inventory, and supplier data using Excel and SAP to identify inefficiencies and recommend practical improvements.
• Prepared audit reports, process summaries, and compliance findings for internal stakeholders and clients.
• Assessed effectiveness of internal controls across procurement and payment processes, helping teams close compliance gaps proactively.
• Collaborated with cross-functional teams to gather data and maintain audit timelines.

Master of Business Administration in MBA – GLA University (2020 – 2022)

Bachelor of Business Administration in BBA – GLA University (2017 – 2020)