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PMO Coordinator
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PMO Co-Ordinator
The PMO Co-Ordinator provides support to Project Managers to deliver projects, ensuring that all contractual requirements are met and that delivery standards are always maintained. The role will develop a strong understanding of project governance, project controls, and delivery standards, becoming a key point of support for the consistent application of PMO best practices across the business. Through working closely with Project Managers and stakeholders, the PMO Co-Ordinator will help ensure effective control is maintained throughout project lifecycles and that project data is created, managed, and reported consistently, enabling progress to be monitored and risks and issues to be identified in a timely manner.
The PMO Co-Ordinator will provide hands-on coordination and governance support across the PMO function. This is a broad and varied role that sits at the heart of the project delivery organisation, supporting project controls, status reporting, financial governance, billing processes, project compliance, and performance reporting.
Working closely with the Head of PMO, Project Managers, Finance, Operations, and other key stakeholders, the PMO Co-Ordinator will ensure that project information is accurate, reporting requirements are met, governance processes are followed, and project documentation is maintained throughout the project lifecycle. The role plays a key part in providing visibility of project performance and supporting effective decision-making across the business.
As both the PMO function and project governance framework continue to evolve, the successful candidate will be adaptable, proactive, and comfortable operating in a developing environment. They will be expected to identify opportunities for improvement, help shape and embed best-practice processes, and take ownership of their responsibilities with minimal supervision while maintaining a high level of accuracy and attention to detail.
Responsibilities
- PMO Support and Reporting
- Support Project Managers in the planning, delivery, and governance of projects, ensuring contractual requirements and delivery standards are met.
- Facilitate the creation, maintenance, and updating of project plans, taking account of project scope, dependencies, resource requirements, and delivery milestones.
- Maintain and update project controls, including project trackers, RAID logs, action logs, change logs, and governance records, ensuring information is accurate and current.
- Work with Project Managers to identify, monitor, and manage project risks and opportunities, supporting the development and implementation of appropriate response plans.
- Coordinate and administer project change control processes, ensuring changes are clearly defined, impact-assessed, approved, documented, and implemented.
- Establish and facilitate project governance reviews, stage-gate reviews, quality reviews, and project health checks to monitor progress and ensure compliance with PMO standards.
- Support the preparation, validation, and production of weekly and monthly project and portfolio reporting, including project status, forecasts, budgets, profitability, risks, and key performance indicators.
- Coordinate project documentation, ensuring contracts, drawings, scope documents, schedules, and project records are complete, accurate, and maintained in accordance with governance requirements.
- Liaise with Project Managers, customers, suppliers, subcontractors, Finance, and Operations to ensure project information is current and activities are coordinated effectively.
- Arrange and coordinate site access requirements with customers and project teams where required to support successful project delivery.
- Organise and support project, operational, and governance meetings, including preparation of meeting materials, recording actions, tracking outcomes, and expediting follow-up activities.
- Follow up with project teams to obtain project updates, timesheets, and supporting documentation required for reporting and governance activities.
- Support stakeholder engagement activities by maintaining effective communication and ensuring stakeholders receive appropriate project information.
- Monitor contracts for the supply of goods and services, ensuring records are maintained and contractual obligations are tracked.
- Promote effective communication and collaboration across project teams to minimise delays, resolve issues promptly, and support successful project outcomes.
- Identify data quality issues, reporting gaps, process inefficiencies, and governance risks, taking proactive steps to improve accuracy, consistency, and compliance across the project portfolio.
- Drive continuous improvement initiatives within the PMO, helping to develop, standardise, and embed best-practice project controls, reporting, and governance processes.
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- Billing and Finance Administration
- Maintain and update billing trackers, cost records, and financial project information, ensuring data is accurate and up to date.
- Support billing and cost administration activities, ensuring information is processed accurately and within required timescales.
- Track billing milestones, applications for payment, purchase orders, and cost-to-complete information, escalating discrepancies, risks, or missing information as appropriate.
- Assist with invoice processing, purchase order administration, expense checking, and financial reconciliation activities.
- Support the preparation and validation of financial reporting, including project forecasts, budgets, costs, revenue, and profit margin performance.
- Work closely with Finance, Operations, and Project Managers to support billing cycles, reporting requirements, and financial governance processes.
- Assist in monitoring project financial performance and highlighting potential risks, variances, or cost pressures that may impact project outcomes.
- Ensure financial records and supporting documentation are maintained in line with company policies, governance requirements, and audit standards.
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Education and/or Experience
- Previous administrative or office support experience is essential
- Experience supporting PMO, project administration, project controls, or reporting functions would be a strong advantage
- Experience maintaining trackers, spreadsheets, or internal systems with a high level of accuracy is required
- Experience in billing administration, timesheet processing, expense checking, purchase orders, or invoice handling would be beneficial
- Comfortable working across multiple teams and adapting to changing priorities in a fast-paced environment
- A good standard of written and spoken English is required.
What we offer
- Private Medical Insurance (PMI)
- Pension scheme
- Phone allowance
- Company sick pay
- Access to wellbeing support services
- A supportive and collaborative working environment
We are committed to creating an inclusive workplace where everyone feels respected and supported. We welcome applications from all backgrounds and experiences and make recruitment decisions based on skills, experience, and business needs.
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