Projects & Portfolio Manager

Job Title: Projects & Portfolio Manager

Function: PPM Practice / Delivery Excellence

Reports To: Practice Head — PPM / VP Delivery

Grade: Manager / Senior Manager

Experience: 5–7 Years in Project & Portfolio Management

Education: B.Tech / MBA / PMP / PRINCE2 / Agile Certifications Preferred

Location: (HO) Gurugram

ABOUT VIRTUOS

Virtuos Digital Ltd. is a next-generation experience technology company, partnering with global

enterprises to transform Customer Experience (CX) and Employee Experience (EX) using the

world's leading platforms — Smartsheet, Asana, Oracle CX, Salesforce, Creatio, Agiloft CLM,

and Virtuos's own proprietary solutions (VSheet, AgenticCLM, October.ai). Headquartered in Gurugram with teams across India and APAC, Virtuos operates at the intersection of strategy,

technology, and human-centred design.

THE PPM PRACTICE

The Projects & Portfolio Management (PPM) Practice at Virtuos is the delivery backbone of the organisation. Every client engagement — from a 4-week CRM discovery sprint to an 18-month enterprise transformation — is owned, tracked, and governed by the PPM Practice. The

Practice deploys Smartsheet and Asana as its primary PPM platforms, supplemented by

proprietary Virtuos tooling (Workian, October.ai).

THE ROLE

The Projects & Portfolio Manager is a senior delivery professional responsible for end-to-end

project lifecycle management, customer success, and portfolio health across multiple concurrent client engagements. This role sits at the intersection of client leadership, project governance, and technology enablement — ensuring that every Virtuos project is delivered on time, on budget, to scope, and with a measurable impact on customer outcomes.

The PPM is not a back-office coordinator. This role is client-facing, commercially aware, and

operationally excellent. The successful candidate will be a certified practitioner of at least one

enterprise PPM suite (Smartsheet or Asana) and will use these tools not only to manage their

own portfolio but to demonstrate, configure, and drive adoption of PPM platforms within client

organisations. The position is strictly on-site at Gurugram.

Key Responsibilities

A. Project Lifecycle Management

• Own the complete project lifecycle from initiation through closure — charter, kickoff,

planning, execution, monitoring, and formal closure with lessons-learned documentation.

• Maintain project plans, WBS, milestones, and resource allocation in Smartsheet (Control

Center / Resource Management) and Asana (Portfolios / Workload / Goals).

• Manage scope, schedule, and budget baselines with rigorous change control — zero scope

creep without formal change request approval and stakeholder sign-off.

• Drive weekly project status reporting using Smartsheet dashboards and Asana Status

updates — ensuring real-time visibility for both internal leadership and client stakeholders.

• Conduct fortnightly project health reviews using RAG (Red-Amber-Green) status framework;

escalate risks proactively, never reactively.

• Facilitate Sprint Reviews, Retrospectives, and PI Planning events for agile delivery streams

within the project portfolio.

• Manage project closure — final deliverable sign-off, financial reconciliation, satisfaction

survey, case study documentation, and reference enablement.

B. Portfolio Management & Governance

• Maintain the Virtuos PPM Portfolio — a real-time view of all active, pipeline, and completed

projects — in Smartsheet Portfolio Manager and Asana Portfolios.

• Produce weekly Portfolio Health Dashboard for C-suite: revenue recognition tracker,

utilisation heatmap, milestone achievement rate, NPS trend, and risk register.

• Manage resource allocation across the portfolio — forecast demand 8–12 weeks forward;

flag capacity conflicts early; partner with Practice Heads to resolve.

• Govern the Project Intake Process — evaluate new project requests against strategic

alignment, resource availability, and commercial viability; present recommendations to

leadership.

• Maintain the Portfolio Risk Register with quantified impact and probability; chair the monthly

Risk Review meeting with delivery leads.

• Contribute to Quarterly Business Reviews (QBRs) — build the delivery section, narrate

portfolio performance, and present recovery plans for at-risk projects.

C. Customer Success & Relationship Management

• Act as the primary point of escalation for client delivery issues — own the client relationship

from a delivery standpoint alongside the Account Manager.

• Conduct structured Customer Success Reviews (CSRs) at 30-60-90 day intervals — track

adoption metrics, satisfaction scores, and value realisation against the Business Case.

• Drive post-go-live adoption — design onboarding plans, track usage data, and partner with

the client's internal champions to maximise platform ROI.

• Identify expansion opportunities within the account — document additional use cases,

present solution enhancements, and create a formal Account Growth Plan.

• Achieve a minimum Net Promoter Score (NPS) of 70+ across managed accounts; own the

response plan for any detractor accounts.

• Document and publish client success stories, metrics, and testimonials in partnership with

the Marketing team.

D. PPM Platform Usage — Smartsheet & Asana

Platform Usage Mandate

Every Virtuos project managed by this role MUST be fully set up in Smartsheet or Asana — no

exceptions.

Project data must be live and current at all times. No spreadsheet-only tracking outside the approved PPM suite.

The PPM Manager is expected to be a certified practitioner and an internal champion for Smartsheet and Asana adoption.

• Configure and maintain Smartsheet Control Center templates for project provisioning — set

up intake forms, automated project blueprints, and cross-sheet reporting.

• Build Smartsheet Resource Management views — allocate named resources, track

utilisation, manage time-off, and produce demand forecasts.

• Maintain Asana Portfolio views for executive stakeholders — Goals, Portfolios, Workload

views, and Custom Fields for milestone and risk tracking.

• Use Asana Rules and Smartsheet Automation to eliminate manual status update workflows

— trigger alerts, escalations, and report distribution automatically.

• Build and maintain Smartsheet Dashboards (real-time charts, metrics widgets, and cross-

portfolio summaries) as the single source of truth for all project data.

• Leverage Smartsheet Bridge and Asana API integrations to connect project data with CRM

(Salesforce), HRMS (Workday), and finance systems.

• Champion Smartsheet and Asana best practices within client organisations — conduct tool

training, build adoption roadmaps, and demonstrate ROI from platform use.

• Stay current with Smartsheet and Asana product releases; evaluate new features for

immediate deployment in the Virtuos PPM practice.

E. Financial Management & Commercial Awareness

• Own project P&L — track revenue recognition, cost of delivery, utilisation, and gross margin across all managed projects.

• Manage invoicing schedules aligned to milestone-based billing; partner with Finance to

ensure on-time revenue recognition.

• Produce monthly financial forecasts for the portfolio — rolling 3-month revenue forecast,

resource cost projection, and variance analysis.

• Flag at-risk revenue and margin projects early; implement margin improvement plans in

collaboration with the Practice Head.

F. People Leadership & Team Management

• Lead a team of 3–8 Project Coordinators, Business Analysts, and Associate PMs — set

weekly priorities, review work quality, and develop team capability.

• Conduct structured one-on-ones, quarterly performance reviews, and development

conversations aligned to the Virtuos Springboard and VPP frameworks.

• Mentor junior team members on PPM methodology, stakeholder management, and tool

proficiency.

• Partner with HR on hiring for the PPM Practice — participate in interviews, define role

requirements, and build the team capability roadmap.