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
