Project Operations Administrator

ABOUT LUCID GROUP

We are a global healthcare communications agency with deep therapeutic expertise that traverses the asset lifecycle, delivering transformative outcomes for healthcare brands for over 20 years.

Our team of highly trained professionals work with speed and agility to craft and execute breakthrough strategies that maximise performance and unlock a brand's full potential.

Our company is comprised of four divisions:

• Lucid Global works with global brand teams at big and mid-tier pharmaceuticals and biotech clients to deliver powerful medical communications solutions across the asset lifecycle.

• Lucid Consulting brings depth of expertise in the research, development and commercialisation of solutions across therapeutic areas and modalities by streamlining product development, building operational capabilities, innovating, and supporting execution to create value for patients, clients and shareholders.

• US MedComms works with both US and Global brand teams to create powerful medical communications solutions for early lifecycle assets.

• US Marketing works with clients across the Rx, Medical Device, OTC and Consumer Device categories to deliver compelling communications and promotional solutions to Healthcare Professionals for in-market assets.

ABOUT THE ROLE

The Project Operations Administrator plays a critical role in ensuring the accuracy, integrity, and compliance of project financial data throughout the full project lifecycle. This role owns the administrative and financial processes within the CMAP system, supports audit readiness, and acts as a subject-matter expert for best practice usage of the system. Working closely with the Client Operations Lead, and with Client Services, Finance, and Global teams, the Project Operations Administrator drives data quality, and operational efficiency across the project pipeline.

Key Responsibilities:

Project lifecycle & financial governance

• Work collaboratively with the Client Operations Lead and the Client Services team to drive the accuracy of project financial data in CMAP from setup through to closure

• Drive accountability within teams by assessing data accuracy, challenging inconsistencies, and identifying root causes of errors

• Collaborate with the Client Operations Lead, Client Services and Finance to resolve data issues and improve outcomes across the project lifecycle

• Ensure efficiencies and data integrity across all project financial processes

Project closures & audit readiness

• Manage end-to-end project closure processing, including detailed documentation to meet auditing requirements

• Challenge and advise teams on appropriate project closure timelines where projects are stalling or inactive

• Investigate dormant and aged projects, identifying risks, actions, and closure opportunities

• Maintain audit-ready records, ensuring all required approvals are captured, stored, and uploaded correctly in CMAP

Financial adjustments & controls

• Support and administer a range of project financial adjustments, ensuring all changes are accurate, appropriately approved, and compliant with internal controls

• Support updates to project budgets, fees, and cost allocations, including intercompany requirements, to maintain accurate financial records throughout the project lifecycle

• Carry out checks and administration relating to commercial documentation (e.g. purchase orders, statements of work, and change orders), supporting effective financial governance

• Monitor project costs and financial activity to identify anomalies, unprocessed items, or potential revenue opportunities, escalating and advising teams where appropriate

Pipeline & data hygiene

• Keep the CMAP project pipeline clean and accurate, ensuring no dead or duplicate opportunities remain in the system

• Proactively monitor and resolve data issues that may impact forecasting, invoicing, or reporting

Invoicing & operational support

• Support the Client Services team with invoicing to ensure billing in a timely manner

• Manage the PO inbox, ensuring timely responses

Guidance, training & best practice

• Act as a CMAP subject-matter expert, providing hands-on guidance, best practice advice, tips, and training to teams, including onboarding of new starters

• Support team education on the importance of data accuracy and financial discipline within CMAP

• Contribute to the development and maintenance of SOPs

Collaboration & communication

• Build strong working relationships with Client Services, Finance, and the wider Global team to ensure good collaboration to drive consistent data accuracy and process compliance

• Communicate clearly and confidently when challenging data quality or process adherence

WHAT WE’RE LOOKING FOR

Essential Criteria

• 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

Desired Criteria

• Experience working in a project-based, agency, or professional services environment

• Understanding of CMAP and Power BI would also be an advantage but full training on the systems can be provided

• Previous experience delivering or supporting system training, documentation, or process improvements

BENEFITS OF WORKING WITH US

Our culture is fundamental to the delivery of transformation. Harnessing the talent and ambitions of those we work with empowers us to deliver our magic. On top of this, our benefits include: 

• Discretionary bonus scheme;

• Contributory pension with Lucid contribution up to 5% of basic salary (enrolment after 3 months of employment);

• Cycle to work scheme;

• 25 working days holiday, 1 Celebration Day of your choice, 4 Christmas closure days plus 8 Bank Holidays per annum (pro-rata for part-time);

• Flexible holiday buy and sell scheme;

• Family friendly policies;

• Private family health and dental cover, including Employee Assistance Programme and a comprehensive employee rewards scheme;

• 4x basic salary life assurance cover;

• Medicash Healthcare Cash Plan (Level 1 company cover)

• Season Ticket Loans;

• Regular incentive schemes aligned to individual and team performance;

WHAT DOES IT MEAN FOR US TO BE LUCID?

At Lucid Group, we transform lives. Always. We believe in providing a culture of authenticity, where we can all be ourselves, make real connections, and enjoy the work that we do. Together.

We empower our people to embark on a journey of growth and advancement by offering meaningful learning and development opportunities.

Central to our ethos is our commitment to cultivating an environment that embraces and respects people of all backgrounds and identities, underpinned by a culture of conscious inclusion and support.

The Lucid values are not just mere words; they are the culmination of our collective efforts. Co-created by our people for our people, these values serve as our guiding principles, ensuring that every decision we make positively impacts the lives of the clients, patients, healthcare professionals, and colleagues we serve.

• Compassionately Human: We think about the human impact of our actions

• Accountable Allies: We are the go-to strategic partners for our clients

• Invent with Intent: We create meaningful solutions to solve real problems

• Courageously Curious : We challenge ourselves to think disruptively

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.