The Mitie PMO team are embedded in the Clients office in Essex County Council. The PMO is responsible for the end-to-end delivery of all projects (strategy through to completion/close-out) in line with the agreed processes. Year on year project spend is approx. 24M GBP. The PMO maintains the FMP and pipeline of activity for the next financial year as well as reacting to insurance works and other ad-hoc activity. The PMO's main aim is to provide the Client with an auditable strategic planning, and project delivery solution, which ensures value for money and provides consistent delivery to quality whilst meeting key Core Estate and Schools estate time and budget constraints. The Project Budget & Reporting officer is embedded and an intrinsic part of the PMO team.
Main Duties
Job Summary
We are seeking a highly organized Project Budget & Reporting officer to provide comprehensive administrative support across capital projects, financial reporting, client management, and compliance activities.
Key Responsibilities
Reporting & Documentation (working with Lead Project Coordinator)
- Prepare and distribute RMA Letters to Schools
- Compile monthly invoiced-to-date reports for Operations Director
- Maintain client finance trackers and programme trackers
- Produce monthly trackers for Strategic Account Director/senior management in Projects & PMO team
Mitie Core & School Capital Expenditure Projects Reporting
- Attend in person or via Teams project catchup meetings providing an agenda in advance and produce minutes following
- Follow up on actions and track progress on project budget spreadsheets
Client Relationship Management (Lead: AJ)
- Coordinate and schedule client meetings
- Prepare meeting agendas and track actions
SAP & Financial Systems (Lead: FBP)
- Create and manage WBS (Work Breakdown Structure) codes
- Generate WBS reports for Schools and Core budgets
- Maintain budget trackers (Schools & Core)
- Track all projects invoiced to date
- Manage PO breakdowns, accruals, and contributions
- Maintain Application Tracker and H&S records
- Support Ad Hoc ID Programme tracking
Monthly Journal Processing (Lead: AB)
- Process applications for: H&S, Schools Capital, Core Capital, Salix 3B/3C/4, RAAC Revenue & Capital, SEN Revenue, Ad Hoc requests, Insurance, PMO Fees, Mitie Projects Recharge & Capital
- Process journals for: Schools Capital, Core Capital, Salix 3B/3C/4 (Schools & Core), RAAC Revenue & Capital
LSH Applications Over £100k (Lead: AB)
- Maintain tracker and send monthly email updates
- Manage K2 codes
- Prepare templates for approval
Training Administration (Lead: AJ)
- Maintain training matrix and produce monthly reports
- Follow up on training chasers
- Manage HSS bookings and submit HR tickets
DBS & Compliance (Lead: AJ)
- Coordinate team meetings and maintain DBS tracker
- Process DBS check confirmations
- Liaise with Oracle system to check client POs
- Coordinate with Donna/Kealeigh for requests
- Proficiency in SAP and Oracle systems would be advantageous, further training to be given
- Strong Excel skills for budget and expenditure management
- Experience with WBS creation and financial reporting
- Excellent organizational and communication skills
