Project Administrator

Role purpose

As an Administrator – Operational Excellence, your role is to ensure the accurate and efficient execution of repeatable project administration activities across Operational Excellence. This position is ideal for individuals who take pride in administrative accuracy, structured follow-up and process discipline, supporting work that is critical to clean project data and reliable WIP.

You will support the team with high standards of service, working closely with the Team Lead Project Integrity – Operational Excellence, and with members of Service Line Excellence and Revenue Integrity.

Role tasks and responsibilities

Project Assurance
Project Assurance focuses on the accurate setup and maintenance of project administration data, including project creation, setup information, intercompany connections and project exception correction.
 Process project setup requests submitted through the contract-to-cash tool, ensuring projects are created accurately in D365 F&O in line with standard operating procedures.
 Check and update key project setup data, including contracting entity, servicing entity, project structure, service line teams, financial dimensions, rates, budgets, currency, payment terms, client contracts and other billing requirements.
 Identify missing or inconsistent setup information, including PO numbers or client billing information, follow up with stakeholders to close gaps, and escalate unresolved items to the Team Lead where required.
 Maintain D365 F&O as the operational source of truth for assigned project administration data, ensuring updates, corrections and supporting comments are entered accurately and in line with agreed procedures.
 Add and maintain comments in D365 to capture client specific details, including billing requirements and specifics coming from contracts, onboarding documentation, MSAs, emails and SOWs, to ensure they are clearly documented and consistently followed.
 Review the project exception report and resolve assigned project setup, project data and intercompany configuration exceptions.
 Process intercompany connection requests, ensuring the required information is routed correctly and intercompany connections are established in both the contracting and servicing entity.
 Complete assigned Project Assurance activities in line with agreed SLAs.

Transaction Assurance
Transaction Assurance focuses on transaction-related project activity, including time, expenses and purchase orders, ensuring items are correctly captured and corrected so they can flow into WIP and downstream billing.
 Process stuck time transactions and related follow-up, helping ensure billable time is corrected, moved out of exception status, and available to flow into WIP and onward billing.
 Process stuck expense transactions, including Navan-related items, ensuring project-related expenses are allocated correctly, processed promptly and do not remain unallocated or unavailable for billing.
 Raise D365 purchase orders for assigned subcontractor and other project-related costs, ensuring PO numbers are generated, accurately coded to the relevant project and shared with subcontractors so invoices can be matched, processed and made available for billing where appropriate.
 Escalate unresolved time, expense, purchase order or transaction-related blockers to the Team Lead where further intervention is required.
 Complete assigned Transaction Assurance activities in line with agreed SLAs.

Portal Assurance
Portal Assurance focuses on the accurate setup and maintenance of client portal activity, including invoice submissions, access management, troubleshooting and rejection follow-up.
 Submit assigned invoices through client payment portals, ensuring required references, attachments and supporting documentation are included.
 Maintain awareness of client-specific portal requirements, including PO references, invoice formats, supporting documentation and submission rules.
 Monitor client portal invoice statuses and follow up on rejected, disputed, pending or incomplete submissions.
 Investigate and resolve client portal invoice rejections, missing information, access issues and submission errors, escalating unresolved items where required.
 Complete assigned Portal Assurance activities in line with agreed SLAs.

Ways of Working
 Complete assigned work in line with established SOPs, SLAs, checklists and governance requirements.
 Work collaboratively with the Team Lead and other Project & Client Operations colleagues to resolve assigned operational tasks.
 Manage assigned workload in a structured way, balancing recurring queues, urgent requests, month-end priorities and follow-up activity.
 Raise process gaps, recurring errors, unclear handoffs or system issues to the Team Lead with practical examples from day-to-day work.

 Relevant experience in administration, project administration, finance operations, billing operations, shared services, operational support or a similar process-driven role.
 Experience working with financial or operational systems preferred; experience with D365 F&O is advantageous.
 High level of accuracy and attention to detail when working with project, billing, client, financial and operational data.
 Strong organisational skills, with the ability to manage task queues, follow up on open items and complete work within agreed timelines.
 Proactive problem-solving approach, with the ability to investigate issues, identify missing information, follow up effectively and escalate where needed.
 Comfortable working with structured processes, SOPs, trackers, dashboards and recurring operational deadlines.
 Confident written and verbal communication skills.
 Good Excel and Microsoft Office skills; experience with SharePoint and Power BI is preferred.
 Service-minded, reliable and methodical, with a practical “leave it with me” approach to workload, follow-up and issue resolution.
 Fluent in English with professional-level written and verbal communication skills.