PMO & Business Support Specialist
11 days ago
Hemel Hempstead
The PMO & Business Support Specialist will provide hands-on coordination support across both the PMO function and the day-to-day running of the Hemel Hempstead office. This is a broad, varied role that sits at the heart of the business, supporting project controls, reporting, billing administration, and office operations in equal measure. The role will work closely with the Head of PMO, Project Managers, Finance, and Operations to ensure project information is accurate, trackers are maintained, reporting deadlines are met, and the office runs smoothly. It suits someone who is highly organised, detail-oriented, and comfortable moving between structured PMO support tasks and general administrative duties as priorities demand. As both the PMO function and the office support model are being established, the successful candidate must be adaptable and proactive - comfortable shaping processes as they go, identifying what is missing, and taking ownership of their workload without needing close direction. Responsibilities: PMO Support and Reporting • Maintain and update project trackers, RAID logs, action logs, billing trackers, and cost administration records, ensuring information is accurate and kept up to date across internal systems and spreadsheets, • Support the weekly and monthly PMO reporting cycle by preparing, collating, and validating project and finance-related information ahead of review meetings, • Track billing milestones, applications for payment, purchase orders, and cost-to-complete information, escalating discrepancies or missing data to the Head of PMO, • Follow up with Project Managers and internal teams to chase missing timesheet submissions, project updates, or documentation required for reporting, • Assist with the coordination of project documentation, including contracts, purchase orders, scope records, drawings, and other key project files, • Support the Head of PMO with governance administration, including preparing meeting packs, circulating agendas, capturing actions, and maintaining records, • Help identify inconsistencies or gaps in project data and support the Head of PMO in driving accuracy and completeness across the portfolio. Billing and Finance Administration • Support billing and cost administration activities, ensuring information is processed accurately and on time, • Assist with invoice processing, purchase order administration, expense checking, and basic reconciliation tasks, • Collate and check timesheet submissions, following up on missing or incomplete information and ensuring records are accurate before deadlines, • Assist with expenses administration, including checking submissions against policy, collating supporting documentation, and flagging issues for resolution, • Work with Finance, Operations, and the PMO to support billing cycles, reporting deadlines, and cost administration processes. Office Administration and Coordination • Provide reliable day-to-day administrative support to the office and wider team, ensuring tasks are completed accurately and on time, • Manage incoming and outgoing post, including sorting, distributing, scanning, filing, and arranging couriers where required, • Administer building access, visitor coordination, passes, keys, and security processes, maintaining relevant records, • Coordinate meeting room bookings, room set-up, refreshments, and visitor arrangements, • Manage office supplies, stationery, and basic equipment requests, maintaining appropriate stock levels, • Coordinate office maintenance requests and liaise with building management or external providers as required, • Support health and safety administration including office checklists, visitor logs, and basic compliance records, • Act as a professional and helpful first point of contact for office-related queries from colleagues, visitors, and suppliers, • Maintain confidentiality when handling employee, business, financial, or commercially sensitive information, • Carry out any other reasonable administrative duties in line with the needs of the business. Qualifications: • A project management, business administration, or equivalent qualification would be beneficial. Education / Experience: • Previous administrative or office support experience is essential, • Experience supporting PMO, project administration, project controls, or reporting functions would be a strong advantage, • Experience maintaining trackers, spreadsheets, or internal systems with a high level of accuracy is required, • Experience in billing administration, timesheet processing, expense checking, purchase orders, or invoice handling would be beneficial, • Comfortable working across multiple teams and adapting to changing priorities in a fast-paced environment, • A good standard of written and spoken English is required. Work Environment: This role is based in the Hemel Hempstead office and requires regular on-site attendance of at least three days per week. The day-to-day will involve supporting colleagues across different departments, managing varied administrative and PMO tasks, handling confidential information, and responding to changing priorities. The role includes desk-based computer work alongside practical office duties such as post handling, filing, visitor coordination, and meeting room management. What We Offer • Private Medical Insurance (PMI), • Pension scheme, • Phone allowance, • Company sick pay, • Access to wellbeing support services, • A supportive and collaborative working environment We are committed to creating an inclusive workplace where everyone feels respected and supported. We welcome applications from all backgrounds and experiences and make recruitment decisions based on skills, experience, and business needs.
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