Kantata Administrator

 

Location: Global (remote/hybrid)

 

About Us

At MedComms Experts and NexGen, who have recently combined forces, we believe our transformational role in communicating scientific progress has the power to shape clinical practice and improve lives.

We stand apart through strategic and creative thinking, excellence in execution, and a people-first, collaborative mindset. We partner with clients who share our ambition to challenge convention and co-create innovative solutions that make complex science accessible, engaging, and memorable.

By combining scientific depth with human-centred storytelling and digital innovation, we help medical and scientific leaders communicate with clarity, authenticity, and measurable impact.

 

Overview

We are seeking a dedicated Kantata Administrator to serve as the internal Subject Matter Expert (SME) and superuser for our Kantata Professional Services Automation (PSA) platform (formerly Mavenlink). This individual will own the end-to-end administration, optimization, and governance of the system, ensuring it effectively supports resource management, project delivery, financial tracking, and executive reporting.

This role will act as the primary point of contact for all things Kantata—leading system configuration, reporting strategy, user enablement, data integrity, and integrations with NetSuite and Salesforce. The ideal candidate combines strong technical administration skills with business process acumen across Professional Services, Finance, and Sales operations.

Beyond technical expertise, this role requires strong interpersonal skills and the confidence to drive behavioral change. We're looking for someone who will teach teams "how to fish"—building sustainable habits around project management and reporting.

Key Responsibilities

System Ownership & Administration

• Serve as the dedicated Kantata system owner, SME, and superuser.
• Configure and maintain system settings, workflows, roles, permissions, rate cards, utilization targets, and financial structures.
• Lead system upgrades, feature releases, and change management processes.
• Ensure data governance, system health, and platform optimization.
• Develop and maintain documentation for system configuration and standards.

 

Reporting & Analytics Ownership

• Own all Kantata reporting, dashboards, and analytics strategy.
• Design and maintain executive-level dashboards (revenue forecasting, utilization, margins, project health).
• Partner with Finance, PMO, and Sales to define KPIs and ensure reporting accuracy.
• Ensure data consistency between Kantata, NetSuite, and Salesforce.
• Provide ad hoc analysis and insights to support strategic decision-making.

 

Integrations & Systems Alignment

• Manage and optimize integrations between Kantata and NetSuite (financials, revenue, invoicing, cost data).
• Oversee data flow between Kantata and Salesforce (opportunities, project creation, account alignment).
• Troubleshoot integration issues and coordinate with internal IT and external vendors as needed.
• Identify opportunities to automate processes and reduce manual work across systems.

User Support & Enablement

• Act as Tier 1 and Tier 2 support for Kantata users.
• Develop and deliver user training for project managers, resource managers, executives, and finance teams.
• Create job aids, SOPs, and knowledge base documentation.
• Drive adoption best practices and continuous improvement initiatives.

Process Optimization & Governance

• Partner cross-functionally to align system workflows with business processes.
• Evaluate and recommend enhancements to improve forecasting accuracy, resource utilization, and project financial visibility.
• Establish governance standards for data entry, project setup, time tracking, and reporting.
• Lead periodic system audits, user satisfaction surveys and improvement roadmaps.

 

Qualifications

Education & Experience

Bachelor's degree in Business, Information Systems, or related field preferred.

3–5+ years of hands-on experience administering Kantata (Mavenlink) or a comparable PSA platform.

Strong understanding of professional services operations (resource management, project accounting, revenue recognition, forecasting).

Experience managing integrations with NetSuite and Salesforce.

Advanced reporting and dashboard-building expertise.

Strong analytical skills with the ability to translate business needs into system solutions.

Experience working cross-functionally with Finance, PMO, Sales, and IT teams.

Excellent communication, documentation, and training skills.

Professional services, agency, or project-based business experience strongly preferred.

 

Skills & Attributes

Experience in a Professional Services or SaaS organization.

Familiarity with API integrations, middleware tools, or system automation.

Experience supporting revenue forecasting and financial reconciliation processes.

Change management or system implementation experience.

 

Key Performance Indicators (KPIs)

User adoption rates and satisfaction scores for sales and marketing systems.

Reporting accuracy and timeliness for revenue dashboards and executive metrics.

Successful delivery of system enhancements and integration projects.

 

Compensation & Benefits

Competitive compensation package including base salary and performance-based bonus.

Opportunities for professional development and growth in a high-growth environment.

 

Why Join Us

We believe our role in communicating scientific progress has the power to shape clinical practice and improve lives. Our teams combine strategic and creative thinking, scientific depth, and digital innovation to make complex science accessible, engaging, and actionable.

You will be joining a company built on a strong foundation of excellence and collaboration—one that is now scaling globally to redefine what partnership, purpose, and performance mean in medical communications. As we enter our next phase of growth, we are expanding our reach, evolving our offerings, and building on the success of our founders and teams to become the destination agency that everyone wants to work for, work with, and be supported by.

This is a rare opportunity to build revenue operations infrastructure from the ground up at a company with momentum, resources, and ambition—where your systems, processes, and insights will directly enable our growth trajectory.

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