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The PMO Coordinator role is responsible instrumental in maintaining comprehensive project documentation, closely monitoring project progress, coordinating meetings effectively, and facilitating clear and timely communication across all project stakeholders. This role will engage multi-disciplinary project teams to improve the efficiency of our Project Management Office and enhance the management of the project portfolio ensuring strict adherence to governance, timelines, quality standards, and budget requirements. The successful candidate will bring expertise in project controls and governance, portfolio management, and experience in the IT industry with a proven track record in PMO and project operations. This is a permanent full-time role, on a Monday to Friday work schedule.
Job Responsibility:
Provide comprehensive administrative and coordination support across the IT project portfolio, acting as a central point for project documentation and systems
Maintain essential project registers including risk, issue, action, decision, dependency, and change logs, ensuring these are kept accurate and up-to-date
Schedule and coordinate meetings, workshops, and governance forums
manage invitations, prepare agendas, compile papers, record minutes, and track follow-up actions
Support onboarding activities by coordinating with recruitment, facilitating induction for new team members, and assisting with resource management and allocation
Manage central project collaboration platforms and shared drives, ensuring information is well-organised and accessible to the team
Track compliance deliverables to ensure all documentation, approvals, and reporting requirements are met in line with organisational standards and audits
Prepare and consolidate regular project and portfolio reports, dashboards, and key metrics for senior management and governance meetings
Liaise professionally with internal and external stakeholders to gather information, clarify requirements, and escalate issues as needed
Deliver training and guidance on PMO tools, processes, and compliance expectations to project staff
Provide general administrative support including procurement requests, logistics coordination, and other tasks essential to efficient project delivery
Requirements:
Demonstrable experience supporting multiple Project Managers or project teams within an IT PMO or technology environment
Thorough understanding of project management methodologies and governance frameworks (e.g., PMBOK, PRINCE2, Agile)
Excellent organisational skills, able to centralise, prioritise, and streamline administrative workflows
Advanced proficiency with project management and collaboration tools (e.g., SharePoint, JIRA, Confluence, MS Project, Teams, PPM Express)
Exceptional written and verbal communication skills, with strong attention to detail
Superior stakeholder management and interpersonal abilities
Proven track record maintaining compliance with organisational policies and procedures
Nice to have:
Tertiary qualification in Information Technology, Business, Project Management, or a related discipline