About This Role
This role is for a Project Coordinator focused on Service Line Excellence, ensuring the accurate and efficient administration of consultancy projects. The position is ideal for individuals who value administrative excellence and are eager to contribute to the success of projects in a global consultancy setting, supporting work critical to client satisfaction and timely revenue collection.
Responsibilities
- Serve as a point of contact for assigned service lines by managing shared inboxes and responding to project administration and billing-related queries
- Ensure the accurate setup, administration, maintenance, and closure of projects within D365 F&O and related systems
- Support project managers and finance stakeholders with timely and accurate project administration across the administrative and financial lifecycle of consultancy projects
- Maintain accurate project records throughout the lifecycle, including project details, budgets, rates, team members, client purchase orders, billing information, time entries, expenses, and supporting documentation
- Ensure project-related documents are stored and organised in D365, SharePoint, or other agreed team locations
- Maintain clear and audit-ready project records by ensuring system entries, comments, trackers, and supporting files are accurate, complete, and easy to trace
- Support client and vendor onboarding activities by working with the Client intake team and internal stakeholders to ensure onboarding requirements are completed accurately, on time, and in line with established processes and best practice
- Monitor WIP through the WIP dashboard, ensuring aging WIP is kept to an absolute minimum by progressing billable items promptly, identifying blocked items, adding clear comments, following up with project managers and finance stakeholders, resolving items where possible, and escalating unresolved issues to the Team Lead
- Raise, track, and update subcontractor purchase orders and support related project administration to ensure costs are captured and billed appropriately
- Support intercompany project administration, including raising, tracking, processing, or following up on intercompany transactions where required
- Resolve day-to-day project administration issues, including stuck time entries, incorrect financial dimensions, expense errors, missing information, and time entries booked to the wrong project
- Respond to project manager and business requests by preparing project information such as PO consumption, invoicing history, WIP status, billing status, and other project administration details
- Prepare invoice documentation and issue client invoices in line with billing schedules, including checking consultant rates, narratives, time entries, expenses, purchase orders, VAT, payment terms, and other required billing information
- Submit invoices to clients by email or client portal, track the status of proformas and invoices, issue invoice revisions or credit notes where required, and resolve portal-related issues or upload failures to support timely billing
