Application Manager @ Efficy

Purpose of the position

• Vision: In alignment with the company's strategic plan, the Application Manager's team should adopt a visionary role in edge technologies and solutions, aiming to equip the company with better automation and insights.
   
• Alignment and execution: The Application Manager will play a critical role in ensuring that all internal applications align with the business objectives, foster cohesion between systems, and optimize their usage for enhanced productivity. 
   
• Secure Application landscape: The Application Team has significant opportunities, particularly in leveraging AI internally and educating staff to use it to get added value. However, they face threats from security concerns, including cyber threats and GDPR compliance.

Tasks and responsibilities

The Application Manager will play a pivotal role in shaping the future direction of the products, ensuring they meet the evolving needs of the business and clients. The Application Manager will have the opportunity to influence the roadmap of Efficy’s own CRM products. The goal within the next two years is to have a robust framework and Business-As-Usual (BAU) mode in place. This involves establishing structured processes, implementing effective tools, enhancing the relationship between IT and business, and developing a capable team.

The main challenges in this position include dealing with legacy systems, a scattered and unstructured environment, and a lack of documentation. Additionally, a complete framework needs to be built, and part of the team is yet to be hired. These challenges will require strong leadership, strategic planning, and effective execution to overcome. More concrete, the following responsibilities are expected: 

•  Application Analysis and Evaluation
  • Assess the current landscape of internal applications used across different departments and functions.
  • Conduct thorough analysis to identify opportunities for streamlining processes, enhancing efficiency, and improving user experience.
  • Evaluate the effectiveness of existing applications and identify areas for optimization or replacement.
     
• Application Selection and Integration
  • Collaborate with internal stakeholders to understand their requirements and challenges related to application usage.
  • Research and evaluate new applications or software solutions that align with business needs and objectives.
  • Lead the selection process for new applications, considering factors such as functionality, scalability, maintainability, performance, and integration capabilities
  • Oversee the implementation and integration of selected applications, ensuring smooth transition and minimal disruption to operations.
     
• Application Governance and Maintenance
  • Establish governance frameworks and policies to ensure consistency and compliance across all internal applications.
  • Define and maintain standards for application configuration, security, and data management.
  • Monitor application performance and user feedback, proactively addressing any issues or concerns.
  • Work closely with IT teams and vendors to troubleshoot technical issues and implement updates or patches as needed
  • Work closely with the business stakeholders to Identify and implement application change requests to improve end-users experience and efficiency
     
•  Training and Support
  • Develop training materials and resources to educate users on best practices for application usage.
  • Provide ongoing support and guidance to users, addressing inquiries, resolving issues, and promoting adoption of new applications.
  • Organize training sessions and workshops to facilitate knowledge sharing and skill development among employees.

• Team Leadership and Development
  • Build and lead a team of data analysts, functional consultants and engineers, providing guidance, mentorship, and support.
  • Ensure team development so they can stay up to date in their areas of expertise.
  • Currently, there are only two direct reports in the team, with more to be recruited. The strengths of these direct reports include their expertise, organization, and autonomy. However, they can be coached in terms of ownership and follow-up.

Objectives for the first 12 months

First 3 months: the primary goal is to establish a comprehensive framework. This involves laying the foundational structures, processes, and methodologies that will guide the team's operations and set the stage for future developments.

6-month mark: the focus shifts to finalizing and stabilizing the rollout of key applications. This includes the deployment and integration of Planhat, Amplitude, Odoo, and the upgraded CRM tool. The successful implementation of these applications is crucial for enhancing operational efficiency and supporting business objectives.

After 12 months: the expectation is for the new team to be perceived as a valuable asset to the organization. The business should be satisfied with the tools provided and the level of collaboration achieved. This period aims to solidify the team's reputation and demonstrate the tangible benefits of their contributions to the company's success.

Reporting

The Application Manager will report directly to the COO. Collaboration with the rest of the management and IT board will involve weekly meetings with the COO, monthly leadership meetings with the IT board, and a steering committee with business stakeholders to establish strategies and ensure alignment.

The Application Manager will also collaborate with external vendors for the rollout and maintenance of internal applications. These partnerships are crucial and have a significant impact on the team's operations and overall success.

The biggest challenge in this collaboration is establishing this new position as a value-adding role and ensuring it is perceived as a key partner within the business.

Reason for the vacancy

The reason for the vacancy is the establishment or setup of a new department within the organization. Strong business acumen, analytical mindset, excellent communication skills, and a drive for continuous improvement to fill critical roles will be necessary for the success and growth of the new department.