Project Coordinator

Control Risks

Key Responsibilities

• Project Administration
• 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.
• Client Intake
• 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.
• WIP and Ongoing Project Support
• 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.
• Invoicing
• 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.
• Follow up on billing blockers, missing approvals, incomplete billing information, portal issues, or other items that may delay invoicing, escalating where required.
• Project Closure, Records and Continuous Improvement
• Support project closure by verifying that WIP is cleared, invoices have been issued, open items are resolved, any on-account balances have been settled, and required documentation is stored appropriately.
• Assist with internal or external audit requests by retrieving project documentation, clarifying system entries, and supporting timely and accurate responses.
• Follow agreed processes and escalate process gaps, recurring issues, or system problems to the Team Lead, while sharing practical improvement suggestions.
• Ensure appropriate planning, documentation, and handover of responsibilities prior to periods of annual leave or other planned absences, maintaining continuity of service and minimising operational disruption.

Requirements & Tech Stack

• D365 F&O
• D365
• SharePoint
• WIP dashboard
• Microsoft Office
• MS Dynamics 365, Power BI, or similar ERP/reporting systems are preferred.

Qualifications

• Relevant experience in a project coordination, project administration, billing, or finance operations role, ideally in a professional services environment.
• Strong organisational and administrative skills, with the ability to manage multiple priorities in a structured and methodical way.
• Excellent accuracy and attention to detail, especially when working with project, billing, client, and financial data.
• Confident communicator, verbally and in writing, with the ability to work effectively with project managers, finance stakeholders, Team Leads, Specialist Project Coordinators, and cross-functional teams.
• Self-starter with a proactive "leave it with me" approach to workload, follow-up, query resolution, and problem-solving.
• Comfortable working with project financial information, including budgets, purchase orders, expenses, WIP, invoicing, intercompany activity, billing cycles, and project closure requirements.
• Good IT skills.
• Service-minded, with the ability to resolve project administration and billing queries efficiently, professionally, and accurately.
• Fluent in English with professional-level written and verbal communication skills.