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About the Role
The Project Operations Administrator ensures the accuracy, integrity, and compliance of project financial data throughout the project lifecycle. This role manages administrative and financial processes within the CMAP system, supports audit readiness, and serves as a subject-matter expert for system best practices. The role collaborates with Client Operations Lead, Client Services, Finance, and Global teams to enhance data quality and operational efficiency.
Responsibilities
- Collaborate with the Client Operations Lead and Client Services team to ensure accuracy of project financial data in CMAP from setup to closure.
- Assess data accuracy, challenge inconsistencies, and identify root causes of errors to drive team accountability.
- Resolve data issues and improve outcomes across the project lifecycle in partnership with the Client Operations Lead, Client Services, and Finance.
- Ensure efficiency and data integrity across all project financial processes.
- Manage end-to-end project closure processing, including detailed documentation for audit requirements.
- Advise teams on appropriate project closure timelines for stalling or inactive projects.
- Investigate dormant and aged projects to identify risks, actions, and closure opportunities.
- Maintain audit-ready records, ensuring all required approvals are captured, stored, and uploaded correctly in CMAP.
- Support and administer project financial adjustments, ensuring accuracy, proper approval, and compliance with internal controls.
- Support updates to project budgets, fees, and cost allocations, including intercompany requirements.
- Perform checks and administration for commercial documentation (e.g., purchase orders, statements of work, change orders).
- Monitor project costs and financial activity to identify anomalies, unprocessed items, or potential revenue opportunities, and escalate as appropriate.
- Maintain a clean and accurate CMAP project pipeline, removing dead or duplicate opportunities.
- Proactively monitor and resolve data issues impacting forecasting, invoicing, or reporting.
- Support the Client Services team with timely invoicing.
- Manage the PO inbox, ensuring timely responses.
- Act as a CMAP subject-matter expert, providing guidance, best practice advice, and training to teams, including onboarding new starters.
- Support team education on data accuracy and financial discipline within CMAP.
- Contribute to the development and maintenance of SOPs.
- Build strong working relationships with Client Services, Finance, and the wider Global team to ensure consistent data accuracy and process compliance.
- Communicate clearly and confidently when challenging data quality or process adherence.
Requirements
- Previous experience in an administrative, operations, finance support, or project support role.
- Strong attention to detail with a proven ability to maintain accurate records and data across multiple tasks.
- Confidence working with financial or operational data, including budgets, time, costs, or invoicing information.
- Experience using systems or databases to input, maintain, and validate data accurately.
- Ability to manage high volumes of transactional work while meeting deadlines and maintaining accuracy.
- Resilient and adaptable to change, able to thrive in a dynamic and fast-paced environment.
- Good organisational skills, with the ability to prioritise tasks and manage competing requests.
- Clear and professional communication skills, with the confidence to liaise with multiple teams and stakeholders.
- A proactive mindset with the ability to follow processes, identify issues, and escalate appropriately.
- Competent user of Microsoft Excel and other Microsoft Office applications.
- Experience working in a project-based, agency, or professional services environment.
- Understanding of CMAP and Power BI is an advantage, but full training can be provided.
- Previous experience delivering or supporting system training, documentation, or process improvements.
Skills
- CMAP system expertise
- Data accuracy
- Financial data management
- Project financial governance
- Audit readiness
- Process administration
- Problem-solving
- Microsoft Excel
- Microsoft Office applications
- Communication
- Collaboration
- Organisational skills
- Time management
- Adaptability
Location
- Global
Work Type
- Full-time
Experience Level
- Not specified
Education Level
- Not specified
Benefits
- Discretionary bonus scheme
- Contributory pension with Lucid contribution up to 5% of basic salary
- Cycle to work scheme
- 25 working days holiday, 1 Celebration Day, 4 Christmas closure days plus 8 Bank Holidays per annum
- Flexible holiday buy and sell scheme
- Family friendly policies
- Private family health and dental cover
- Employee Assistance Programme
- Comprehensive employee rewards scheme
- 4x basic salary life assurance cover
- Medicash Healthcare Cash Plan
- Season Ticket Loans
- Regular incentive schemes aligned to individual and team performance
About the Company
- Lucid Group is a global healthcare communications agency with over 20 years of experience delivering transformative outcomes for healthcare brands.
- The agency has deep therapeutic expertise and works across the asset lifecycle.
- Their team of highly trained professionals crafts and executes breakthrough strategies with speed and agility.
- The company comprises four divisions: Lucid Global, Lucid Consulting, US MedComms, and US Marketing.
- Lucid Global focuses on global brand teams at pharmaceutical and biotech clients.
- Lucid Consulting provides expertise in research, development, and commercialisation.
- US MedComms supports early lifecycle assets for US and Global brand teams.
- US Marketing delivers communications and promotional solutions for in-market assets across various healthcare categories.
Equal Opportunity
- We are an Equal Opportunity Employer and welcome applications from all backgrounds and identities.
- We are committed to providing an inclusive recruitment experience to everyone.
- This commitment to inclusion is explicitly inclusive of race, colour, sex, age, pregnancy, marital status, religion, sexual orientation, gender identity and/or expression or disability.