PMO Support Administrator

at  Bell Integration

Overview:
Bell Integration has been in the business of helping companies establish, maintain and grow their IT services since 1996. Our team of hardworking professionals deliver Bell Integration’s multiple services all over the world, and they do it with unmatched efficiency and enthusiasm.
We continue to grow and have over 900 permanent staff employed at our offices in London, Portsmouth, Wokingham, Glasgow, Hyderabad, US, Slovakia and within many of our customers’ sites. Our heritage is in helping businesses to operate their critical technology in a more cost-effective manner, while improving effectiveness in areas such as customer engagement and operational responsiveness.
Administrator-level role responsible for day to day BAU administration of the PMO function, and related data cleansing and reporting activities.
Responsibilities:
1. Support the PMO Analyst & SMO Operations Manager with administration, record-keeping and reporting, carrying out delegated activities in accordance with defined policies, procedures and practices.
2. Ensure accurate tracking of projects being delivered by Delivery & Operations via a combination of the following
a. PSA tool requirements (currently Changepoint)
i. User set up – using data weekly from HR (starter/leaver emails) and Contractor Rev/GM report from Resourcing & Recruitment to keep PSA users current and accurate
ii. Project set up – using New Project Set up notifications from SMO or WAR log updates to set up projects and plan resources if appropriate
b. Project administration, monitoring and reporting
i. Creating, tracking and managing customer PO spend
ii. Ensure that time/burn/status reports are up to date and accurate
iii. To maintain and create resource plans ensuring accuracy of data for engagements where no PM allocated
iv. Updating Changepoint with planned absence (holiday, training and longer term sick)
3. Run invoicing process through Changepoint, including proactive chasing of billing milestones and customer signed timesheets
a. Collation of resource timesheets and cross checking information provided
b. Monitor customer portals for customer POs and alert other areas of the business as necessary
c. Creating draft invoices (incl agreed variable invoicing e.g. Build and AWS/Azure etc.)
d. Supporting invoicing of expenses rechargeable to customer
e. Be able to provide associated MI to stakeholders via reports
4. Ensure compliant and efficient onboarding and offboarding of resources, including account creation and inclusion onto associated reporting suites. Maintain resource master plan, ensuring data quality and accuracy.
5. Management of PMO mailbox - prioritizing, actioning and filing emails accordingly.
6. Organise and arrange meetings, completing and storing minutes of meetings accordingly.
7. Collation and production of project & resource data (e.g. finance, expenses, time submission, change etc.) and MI reports; content and frequency defined by PMO Analysts & SMO Ops Manager)
8. Assist with the ongoing maintenance of the PMO Intranet site (Sharepoint) & Teams site.
9. Support with defining and guiding best practices for process improvements - ensuring consistency in quality and approach, driving continuous improvement in methods, technology choices and skills by challenging and suggesting areas for improvement.
Qualifications:

Knowledge

• Some basic understanding of Project Management methodology (desirable)
• Knowledge of PMO/ Change Management environment (desirable)

Skills

• Proficient across Microsoft Office suite (especially Excel, Outlook and Word)
• Good communication skills and an ability to communicate clearly to all levels of staff

Experience

• Strong administrative experience (essential)
• Experience of working with billing and timesheet processes (desirable)
• Data extraction and report creation in Excel (desirable)

Behaviours

• Positive, ‘can-do’ attitude, happy to adapt to meet the team’s needs
• An ability to follow process consistently and with minimal errors
• Self-starter with the ability to work under pressure within a fast-paced environment
• Excellent attention to detail and strong time management skills
• Ability to work both independently and as part of a team

Please refer the Job description for details