Operations

• 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.

Project Operations Intern

Job Level

About the role

Requirements

Applicant Tracking System Keywords

Hard skills

Soft skills