Head of Project Management

Secretariat professionals are trusted in the highest‑stakes legal, risk, and regulatory matters around the world. Your skills and expertise will be utilized on day one – working with the world’s most renowned law firms, leading corporations, and influential institutions to answer complex questions that shape critical financial, economic, and strategic business decisions.

We are seeking a highly organized and detail‑oriented Project Intake Manager to join our Finance team. The Project Intake Manager will act as a key liaison between Finance, Legal Operations (including Conflict Management), Billing, Project Management teams, Managing Directors, and senior leadership to translate engagement terms into executable billing structures.

This individual will play a central role in supporting the full project lifecycle—from initial intake and setup through ongoing maintenance—while ensuring alignment with firm policies, client agreements, and revenue recognition requirements. The role regularly partners with Managing Directors and senior leadership to support engagement set up, billing structures, operational requirements, and compliance with firm policies.

PROJECT INTAKE & SETUP

Analyze engagement letters, statements of work, and contracts to identify appropriate billing structures and requirements

Translate engagement terms into accurate project setups within Workday across various billing types (e.g., Develop and maintain project structures and basic budgeting tools for fixed fee, milestone and alternative fee engagements to support project monitoring and financial management.

Work within our contract management tool, Evisort, to ensure engagement letter terms are being abstracted properly.

SYSTEMS & ACCESS MANAGEMENT

Create and manage project folders and user access across systems in alignment with firm policies

Partner with Legal Operations and Conflict Management to support the implementation and maintenance of ethical walls and other engagement‑specific access restrictions in accordance with firm policies and requirements

Assign and manage user access across systems in accordance with project needs and firm policies

PROJECT MAINTENANCE

Oversee project records throughout the lifecycle, including updating client data, staffing, billing rates, structures, budgets, and other project financial attributes as required

Support and implement firm‑wide updates such as annual rate changes and billing adjustments.

Serve as a primary point of contact for project setup and billing‑related inquiries from Finance, Project Managers, Managing Directors, and senior leadership

Act as a liaison between Finance, Legal Operations, Billing, Project Management, and Managing Directors to ensure engagement terms, billing structures and project configurations are accurately implemented

Communicate complex billing scenarios clearly to non‑finance stakeholders

Provide recommendations regarding project setup, billing structures, and operational considerations to support accurate project execution and compliance with engagement terms

PROCESS IMPROVEMENT & QUALITY CONTROL

Ensure data integrity and consistency across systems while identifying and implementing process improvements

Develop and maintain standard operating procedures in partnership with practice leaders

5+ years of experience in a finance, billing, or operations role within a professional services environment

Strong understanding of project‑based billing concepts and structures

Experience with Workday (Financials/Projects) strongly preferred

Advanced proficiency in Microsoft Excel

Experience with SharePoint administration and permissions

Experience supporting legal, consulting, or other professional services firms

Ability to build effective working relationships with Managing Directors, Project Managers, and senior business stakeholders

Strong stakeholder management and cross‑functional collaboration

Understanding of ethical wall requirements, project access controls, and related risk management considerations within a professional services environment

Ability to manage multiple priorities in a fast‑paced environmentProcess‑oriented mindset with a focus on continuous improvement

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