Special Projects Coordinator

Role purpose

The Project Operations function works in collaboration with finance and project managers providing first class operational support along with enterprising solutions in respect of the lifecycle of our external client consultancy projects; in particular, ensuring the swift and accurate administration of project data and client invoices and the appropriate use of systems and processes.

Role tasks and responsibilities

Project management
 As the Specialist Project Coordinator, you will be responsible for providing operational and administrative support for the Departments within the Australia Pacific business as well as the Security Design Engineering/Built Environment (SDE) Practice across all of Asia. Your key business partners for the SDE business are the APAC Principal for SDE and Finance Controller (SEA)
 Conduct all operational activities associated to project lifecycle, including project set-up, work in progress and invoicing
 Monitor and drive the timely and accurate submission of costs and time and expenses by consultants.
 Proactively anticipate and address any potential obstacles to invoicing, working with service delivery teams and client points of contact to resolve.
 Monitor and manage all projects that are operating with outstanding information and act to mitigate and resolve.
 Work with finance to review draft income forecast, costs and accruals acting to address issues prior to final agreement from directors and project managers.
 Identify and act to resolve issues with and exceptions to, standard processes or procedures, systems errors and data issues.
 Maintain strong relationships with internal stakeholders to facilitate efficient project data exchange and actively participate in stakeholder meetings providing accurate project status updates.
 Develop a detailed understanding of administrative contractual requirements for client projects responsible for, specifically those that have a direct impact on project lifecycle administration, both internally and externally.
 Ensure client invoices adhere to, and are compliant with, all contractual and administrative requirements and to enable payment within the agreed terms.
 Build and maintain relationships with key points of contact in the client organisations to facilitate an effective and efficient invoicing process.
 Document client-specific project processes to support a clear understanding, and to develop resilience across the team.
 Work closely with internal teams to ensure client on-boarding procedures are followed to enable ease of transaction with the client.
 Provide system and process training to project coordinators and consultants in relation to how they must work with you.
 Actively contribute to discussions to find improved and efficient ways of working.
 Support the Project Operations Director as required.

**Requirements**:
Essential

 Similar experience in an operations administration role.

 Ability to quickly assimilate and understand information and recognise what action is required

 Ability to identify problems, understand the complete impact of them and see challenges through to a conclusion.

 Ability to demonstrate commercial acumen in everyday transactions.

 Confident communicator with the ability to establish effective relationships with internal and external stakeholders.

 Excellent organisational and prioritising skills, with an exceptional eye for detail.

 Resilient and adaptable in a dynamic environment.

Preferred

 Prior experience of communication with clients/customers.

 Strong IT skills with experience of MS Dynamics 365 or similar ERP.