Project Services Controller

SYSTRA UK & Ireland; York and North Yorkshire; On-site; GBP 35,000 - 48,000; Full time

Job summary

SYSTRA UK & Ireland is seeking a Project Services Controller to provide comprehensive project administration and coordination support via the IFS system. You will support PMO, Project Managers, and technical teams by ensuring projects are properly established and governed throughout the lifecycle.

The role focuses on governance, reporting, invoicing processes, and maintaining accurate project data to enable effective decision-making and delivery.

Qualifications

• Experience in administration or PMO support.
• Proficient with reporting and Excel.
• Strong attention to detail and governance awareness.
• Experience with invoicing and financial administration.

Responsibilities

• Coordinate projects administratively using defined systems and tools from initiation to conclusion.
• Provide reports to support workload prioritisation and project reporting.
• Monitor project budgets and support financial reporting and progress reporting.

Skills

Excel

Reporting

Attention to detail

Governance & controls

Communication

Problem solving

PMO administration

Invoicing

Tools

IFS ERP

Job description

Around the world, SYSTRA’s specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions that are relied on by more than 50 million people every day.

For more than 60 years, the Group has been committed to helping cities and regions contribute to their development by creating, improving and modernising their transport infrastructure with sustainability, accessibility and innovation at the heart of our designs. With over 10,300 colleagues globally and around 1000 in the UK & Ireland we are growing significantly and seeking out the very best talent to join the SYSTRA signature team and be part of leading the way in infrastructure design.

The Project Services Controller is responsible for providing comprehensive project administration and coordination support through the IFS system, acting as a subject matter expert for project setup, governance, controls, reporting, and financial processes. The role supports the PMO, Project Managers, and technical teams by ensuring projects are accurately established, maintained, and progressed through all stages of the project lifecycle within IFS, from initiation to successful completion. The post-holder will drive adherence to governance requirements, reporting cycles, and project controls, while ensuring the integrity and accuracy of project data to enable effective project delivery and decision-making.

Main Duties

• Project Coordination: Administer and coordinate designated aspects of projects using defined systems and tools, ensuring smooth progression from initiation to conclusion.
• Reporting: Provide necessary reports to facilitate workload prioritisation and distribution and support the creation and maintenance of Project Services business reporting tools and procedures.
• Budget Monitoring: Assist in monitoring project budgets, providing standard budget reports, and supporting financial program and progress reporting (e.g., Sales Contracts, QBs).
• Client Account Management: Assist in the setup, coordination, and maintenance of client accounts, ensuring accurate customer account setup and governance.
• Invoicing Processing: Work alongside Project Managers to manage invoicing projects in line with business and project deliverables. Deliver necessary processes and controls related to invoicing on projects, ensuring compliance with business processes.
• Generate and issue customer invoices based on contracts, services, or product sales.
• Verify the accuracy of billing details, such as amounts, customer information, and payment terms.
• Maintain accurate records of invoices in IFS System.
• Provide support for audits by organising and submitting required invoicing documentation.
• Collaborate with internal teams, such as accounts receivable and Project Services, PM's to resolve billing issues.
• Credit Management: Follow and deliver credit management procedures, including conducting credit checks and providing ad hoc support to credit control.
• Audit Support: Support the Consultancy business in audits and month/year-end processes as required.
• Project Improvement: Support and lead defined projects aimed at improving the value provided by the Project Services Team.
• Relationship Building: Build strong relationships with the project team and PMO to ensure prompt and efficient information distribution and professional handling of queries.
• Proactive Support: Provide proactive support, working collaboratively with the project team, suppliers, and others to ensure effective implementation and maintenance of project management and finance systems.
• Request Processing: Handle and process project-related requests efficiently, ensuring timely resolution and maintaining detailed records of all requests.
• Demonstrate behaviours aligned with SYSTRA’s behavioural framework by actively fostering a culture of excellence, collaboration, respect, and empowerment, contributing to an environment where all colleagues can thrive, achieve and grow together

Profile

• Administration or PMO support experience
• Reporting and Excel skills
• Strong attention to detail
• Understanding the importance of governance and controls
• Good communication and teamwork
• Problem-solving and process improvement
• IFS or similar ERP experience
• Project administration or PMO support experience
• Invoicing and financial admin experience