Project Controls Officer

UGL Pty Limited; North Shore, Northern Beaches Council; On-site; AUD 75,000 - 105,000; Full time

Job summary

UGL Pty Limited's UGL Regional Linx (UGLRL) is seeking a Project Controls Officer to support reporting and governance within the PMO. You will coordinate monthly, quarterly and annual reports, maintain annexures and presentations, and liaise with internal and external stakeholders to ensure accuracy and timeliness.

The role emphasises CRM record management, contract administration support, and compliance across safety and environment reporting.

Qualifications

• Diploma or Certificate IV in Business Administration, Project Management or related field.
• 1-2 years' experience in a similar role and excellent communication skills.
• Proficient with MS Excel; ability to prepare and present reports clearly.
• Experience with reporting tools such as Power BI, SharePoint and SAP is desirable.

Responsibilities

• Own and prepare monthly, quarterly and annual submissions with annexures within deadlines.
• Coordinate regular and ad hoc reporting per contract and internal requirements.
• Produce ad hoc reports for internal teams and external stakeholders.
• Develop and maintain monthly contract presentations for stakeholders.
• File and manage documentation in SharePoint and client portals.
• Provide record management and document control support.
• Coordinate quarterly board reports including Safety and Environment reports.
• Manage CRM records and client correspondence; support governance and audit needs.
• Provide general business support and schedule regular meetings.

Skills

Excel

PowerPoint

SharePoint

Power BI

Communication

Stakeholder management

Education

Diploma or Certificate IV in Business Administration or Project Management

Tools

SAP

Power BI

SharePoint

Job description

UGL Transport is a diversified transport company delivering critical assets and essential services that sustain and enhance the environment in which we live. Our capabilities extend across a broad range of services and whole-of-life solutions across the Transport sector, utilising world leading, sustainable and innovative technologies. We partner with some of the world's largest blue-chip companies, government agencies, private enterprise, and public institutions. We are guided by our Company values which extend to all leaders and team members and across all departments within the company.

UGL Regional Linx (UGLRL) is a subsidiary of UGL, headquartered in Orange, NSW, with regional depots throughout the state. We focus on creating job opportunities in regional and rural communities, with over 85% of our workforce based in regional NSW. We manage the CRN - Country Regional Network, ensuring safe transportation of people and goods across NSW.

Job Purpose The Project controls Officer undertakes a range of project and business coordination, analysis, reporting, and support functions to aid the Project Controls and Planning teams in the UGLRL's Project Management Office in ensuring the timely delivery of projects. The key focus of this role is to manage the reporting function, provide document control support, and to coordinate with a diverse group of internal and external stakeholders to ensure the accurate preparation, management, and submission of contractual, operational, and governance reporting requirements. The role is responsible for coordinating monthly, quarterly, and annual reports, maintaining associated annexures and presentations assisting with document control processes and records-keeping within SharePoint and client portals, and supporting compliance through the preparation of board, safety, and environmental reports. The position also ensures effective management of CRM records and client correspondence, contributing to the efficient delivery of reporting and contract administration obligations. Strong stakeholder communication management across multiple teams and organisations ensure that reporting and governance deadlines are upheld.

Key Responsibilities

• Own and prepare monthly submissions, including the monthly, quarterly, and annual report and its associated annexures, within specified timeframes as directed by senior management
• To be the central point for coordination and production of regular and ad hoc reporting as per the contract and internal requirements
• Produce ad hoc reports as required by both the internal business and external stakeholders and customers
• Develop and maintain monthly contract presentations for stakeholders
• File and maintain documentation in SharePoint and client portals
• Provide record management and document control support
• Prepare and coordinate quarterly board reports, including the quarterly Safety and Environment reports
• Manage the filing and maintenance of CRM records and client correspondence
• Maintain organised records and document repositories to support compliance, audit, and governance requirements
• Provide general business support and coordination, including the scheduling of regular meetings
• Build strong internal and external stakeholder relationships through positive, proactive, and professional communication
• Interface with project team, partners, clients, stakeholders for management of the role in accordance with established procedures
• Provide effective, efficient and professional support to the Business Group, Region or project teams including implementing standard processes and reports
• Perform all duties in accordance with UGLRL policies, processes, systems and procedures

Qualifications

• Diploma or Certificate IV in Business Administration, Project Management or related Field (Desirable)
• Experience with the Microsoft Office Suite including Excel and Powerpoint, SharePoint, SAP, Power Bi, and other reporting mechanisms desired.
• 1-2 years' experience and/or experience in a similar role
• Excellent written and verbal communication skills with the ability to interact with staff at all levels.
• Highly developed computer skills with intermediate knowledge of MS excel.

Diversity

Diversity We embrace diversity in all its forms-backgrounds, ideas, work styles, and perspectives. As an Equal Opportunity Employer, we strongly encourage applications from women, individuals with disabilities, Aboriginal & Torres Strait Islander people, mature-aged workers, and those from culturally diverse backgrounds. Our selection process includes relevant screening checks such as national criminal history and pre-employment medical assessments, including drug and alcohol screening.

REF:268999