Project Operations handles all project administration for our consultancy practices and directly impacts our firm's financial health through efficient and swift invoice management. Our focus is on minimizing the administrative burden on project managers and accelerating the cash collection process, all while driving operational efficiency.
We are seeking an organized and detail-oriented intern to support our Project Operations team with project administration and billing. This role is designed for someone who wants to gain hands-on experience in consultancy operations while developing practical skills in data accuracy, documentation, and financial process support.
Key responsibilities
- Monitor and manage the shared inbox for the practice area, handling emails from project managers and stakeholders; answer or escalate requests as appropriate.
- Execute project setup requests in D365 by closing the sales lead as “won” and entering all required project details.
- Receive subcontractor invoices and raise purchase orders in D365, ensuring they are correctly recorded against the project.
- Monitor work-in-progress (WIP) daily using the WIP tracker, identify aging or blocked items, and add comments in the tracker.
- Execute the full invoicing cycle: generate proformas, prepare invoice details (consultant rates, narratives, expenses), apply correct VAT and payment terms, coordinate PM approvals, and issue client invoices via email or portal using standard templates.
- Track the status of proformas and invoices, issue credit notes or invoice revisions as needed, and troubleshoot any portal-related issues or upload failures.
- Submit invoices across client portals to reduce workload for Project Coordinators and help accelerate billing
- Resolve daily project administration issues such as stuck time entries, incorrect financial dimensions, expense errors, and time entries booked to the wrong project.
- Organize and maintain all project-related documents in D365 and the team SharePoint, maintaining a single source of truth for project data.
- Escalate system issues through the appropriate channels.
Requirements
- Currently pursuing a degree in Business Administration, Finance, Accounting, or related field.
- Strong organizational skills and attention to detail.
- Comfortable with numbers and Excel (formulas, tables, pivots).
- Proficiency in Microsoft Office (Excel, Outlook, Teams, SharePoint).
- Advanced English level (written and spoken).
- Interest in project administration and financial operations.