Job Description:

Position: PMO Analyst

Location: Oakbrook, Illinois (Onsite)

Hire Type: Full Time

Position Overview

Client is seeking a detail-oriented and analytically driven PMO Analyst to join our Information Technology Project Management Office (PMO). This role supports the IT teams in financial information and governance support, contract administration, and administrative support to ensure the efficient execution of IT programs and initiatives. The PMO Analyst works in close partnership with Accounting to ensure accurate tracking, recording and reporting across all IT financial and contractual areas. This role required very strong organizational skills, attention to detail, financial understanding, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

IT Financial Operations & Budget Management

• Track and support accuracy around the IT operating and capital budget on a monthly basis, including detailed analysis of actuals and variance investigation and reporting.
• Prepare and distribute monthly budget status reports to the PMO Manager and IT leadership, highlighting trends, risks, and discrepancies.
• Collaborate closely with Finance and Accounting teams to ensure accurate financial reporting, accruals, IT time capitalization, and other period-end close activities.
• Support annual IT budget planning and forecasting cycles, consolidating input from technology owners and project teams, and identifying future cost increases, service renewal pricing, etc.
• Maintain up-to-date financial and PMO dashboards to provide real-time visibility into IT spending.

Invoice Coding & Accounts Payable Support

• Process and review IT invoices for accuracy, completeness, and alignment with purchase orders and contracts.
• Assign appropriate general ledger coding to IT invoices, ensuring proper cost center allocation and compliance with accounting policies.
• Serve as the primary IT liaison with the Accounts Payable team to resolve invoice discrepancies, billing disputes, and payment inquiries in a timely manner.
• Maintain accurate and organized records of all IT-related invoice activity, payment status, and vendor correspondence.
• Ensure all invoices are processed in accordance with vendor payment terms and client financial controls.
• Create and manage Purchase Requisitions and Receiving in the ERP system (Oracle) for all approved IT purchases.

Contract & Statement of Work (SOW) Management

• Manage the end-to-end lifecycle of IT contracts, statements of work (SOWs), and purchase agreements, from initiation and execution through renewal or termination.
• Maintain a centralized contract repository with complete, up-to-date documentation for all IT vendor agreements, including start and end dates for visibility to upcoming renewals.
• Review contracts and SOWs to ensure deliverables, milestones, and financial terms are aligned with project requirements and budget authorizations.
• Coordinate with Procurement, Legal, and Finance on contract reviews, amendments, and approvals. Help with the management of Docusign processes.
• Facilitate the creation, routing, and signature of new MSAs, SOWs and change orders in coordination with IT project managers and vendor contacts.

Maintenance & Service Agreement Renewal Tracking

• Maintain a comprehensive tracker for all IT maintenance agreements, software licenses, and service renewals, providing advance notification of upcoming expirations (90/60/30 days).
• Coordinate with IT owners and vendors to facilitate timely renewal negotiations, purchase order issuance, and contract execution.
• Identify cost optimization opportunities related to maintenance agreements, including consolidation, right-sizing, or renegotiation.
• Ensure renewal decisions are reviewed and approved by appropriate stakeholders prior to expiration.

PMO Administrative & Operational Support

• Support the PMO Manager with the development and maintenance of PMO processes, templates, standards, and governance documentation.
• Assist in the coordination and preparation of IT leadership meetings, steering committee updates, and project status reporting.
• Track PMO action items, decisions, and follow-ups to ensure timely resolution and accountability.
• Onboard and maintain vendor and project data within PMO and submit requests for setup in financial systems.
• Identify opportunities to improve PMO operational efficiency through process improvement and automation.

Required Qualifications

• 6–8 years of progressive experience in IT financial operations, PMO support, or a related function within an IT or Accounting environment.
• Demonstrated experience managing IT budgets, tracking actuals vs. forecasts, and producing financial variance reports.
• Hands-on experience processing invoices and working with Accounts Payable functions, including GL coding and cost center allocation.
• Experience with procurement and purchasing processes, including PO creation, receiving, and vendor onboarding.
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP) and Microsoft Office Suite.
• Some experience with ERP or financial systems (e.g., SAP, Oracle, NetSuite, or equivalent).
• Exceptional organizational skills with a high degree of attention to detail and accuracy.
• Strong written and verbal communication skills; ability to effectively collaborate with Finance, Accounting, Procurement, and IT stakeholders.
• Ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment.