ROLE
The PMO Consultant plays a key role in supporting project governance, financial tracking, and operational processes within the Project Management Office. The role ensures accurate time tracking, smooth project onboarding, compliance with contractual documentation, and effective monitoring of project performance.
RESPONSIBILITIES
1. Timesheet Management
- Monitor and manage the timesheet submission process across projects.
- Ensure timely and accurate timesheet entries in Replicon.
- Perform timesheet adjustments and corrections where necessary to align with approved billing and project allocations.
- Follow up with consultants and project teams to ensure timesheet compliance before month-end close.
2. Project Onboarding & Setup
- Support the onboarding of new projects in project management and time tracking systems.
- Configure project structures, tasks, billing rates, and allocations.
- Ensure project setup aligns with approved Statements of Work (SOW) and client agreements.
3. Project Financial Reconciliation
- Conduct regular project reconciliations comparing actual time logged versus project budgets.
- Identify discrepancies between forecasted effort and actual hours booked.
- Work closely with Project Managers to investigate and resolve variances.
4. PMO Governance & Reporting
- Maintain and update RAG (Red-Amber-Green) status reports for project performance tracking.
- Support project governance by ensuring timely updates of project health indicators.
- Assist leadership with PMO reporting and operational insights.
5. Contract & Document Management
- Maintain repository of project contractual documents, including:
- Statements of Work (SOW)
- Master Service Agreements (MSA)
- Purchase Orders (PO)
- Ensure all required documents are signed, stored, and accessible for audit and compliance purposes.
6. Sales & Contract Follow-ups
- Coordinate with the Sales team to obtain signed contracts before project execution.
- Track pending approvals and ensure commercial documentation is completed.
7. Project Forecast Coordination
- Follow up with Project Managers for submission and updates of project forecasts.
- Ensure forecasts are regularly updated to reflect current project status and expected resource utilisation.
8. System Administration (Replicon)
- Manage user administration in Replicon, including:
- User creation and onboarding
- Role assignment
- User deactivation when required
- Maintain system data accuracy and support users with access or timesheet-related issues.
Key Skills & Competencies
- Strong PMO governance and project coordination skills
- Experience with timesheet management systems.
- Ability to perform financial reconciliation and variance analysis
- Excellent stakeholder coordination with Sales, Finance, and Project Managers
- Strong attention to detail and documentation management
- Proficiency in project reporting, forecasting, and operational tracking
Tools & Systems
- Replicon (Timesheet Management)
- Project management and resource planning tools (e.g., Float or similar)
- Microsoft Excel and reporting tools
- Document management systems