Hybrid Project Coordinator

at Control Risks

• Job title: Project Coordinator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Tech skills: ERP, Swift
• Location requirements: Hybrid, New Delhi, India

About the role

• Project Coordinator ensuring administrative excellence across project lifecycles in consultancy setup. Involves project setup, invoicing, and stakeholder communication.

Responsibilities

• 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.
• This position is ideal for individuals who take pride in administrative excellence and are eager to contribute to the success of projects in a global consultancy setting, work that is critical to client satisfaction and timely revenue collection.
• __**Tasks and responsibilities**__
• Primary Responsibilities
• Conduct all operational activities associated to project lifecycle, including project set-up, work in progress and invoicing
• Take ownership of project administration and act as the main point of contact for project managers and finance stakeholders, ensuring clear communication and a commitment to excellence.
• Track WIP and escalate or resolve aging items through collaboration with PMs and finance stakeholders.
• 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
• Actively participate in stakeholder meetings providing accurate project status updates.
• Ensure client on-boarding procedures are followed to enable ease of transaction with the client.
• Ensure accurate and timely client invoicing by managing the end-to-end billing process, from proforma preparation through to final invoice delivery, while maintaining compliance with financial and client requirements.
• Submit clients’ invoices on online portals eg Ariba, Coupa etc when needed.
• Actively contribute to discussions to find improved and efficient ways of working.
• Support the Project Operations Director as required.
• Additional Support when needed
• Co-relate GST invoice & D365 invoice & share GST invoice with client with QR codes & DSC signing, GST/WHT related client query management (India legal requirement)
• SEZ (Fidelity) documentation management & reconciliation of endorsed invoices. (India requirement)
• Bank payment document management, certifications (online on tax portal & offline with consultants), other banking documentation fulfilment and maintenance (India compliance requirement)
• Reconcile WHT deducted by clients between data on Government portal, certificates & D365 data when they make payment to Control Risks (India compliance requirement)
• Provide ad-hoc support for project related tasks, forecasting, budgeting, government surveys as needed Invoicing on Government GST portal, QR code, DSC signing – (India legal requirement)

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.
• Tertiary qualifications in business, finance, or a related field preferred, or equivalent administrative experience, ideally in a professional services environment.
• Excel skills essential
• Strong IT skills with experience of MS Dynamics 365 or similar ERP.