Portfolio Management Office (PMO) Support Officer at Collinson

Purpose of the job:

• The PMO Support Officer provides administrative, scheduling, onboarding,
• resource-management, data-entry, and coordination support to the Portfolio Management Office. The role ensures portfolio operations remain organised, action items are tracked, and data is captured accurately — enabling the PMO to function efficiently and support multiple projects.

Key Responsibilities:

• Assist with setting up meetings, managing calendars, sending invites, coordinating attendees. 
• Support in preparing meeting agendas, capturing minutes, and documenting action items. 
• Prepare and distribute action-item summaries to PMO and relevant stakeholders; follow up to ensure completion.
• Maintain and update portfolio trackers, dashboards, resource registers, shared documentation, and data repositories. 
• Capture and update portfolio information in portfolio tools (e.g. Aha! Jira, SharePoint or similar),ensuring accuracy and completeness. :
• Provide guidance and support to teams on how to efficiently make use of existing reports, apply filters, and slice the data.
  Involved in reports creation and maintenance on the portfolio tool
  Contributes to maintaining portfolio data quality by frequently monitoring any data gaps around missing information or overdue risks, issues, milestones, initiatives. 
•  Assist with onboarding processes for new resources: collecting relevant info, access requests, welcome-packs, induction checklists. 
• Update records for existing resources (changes, extensions, exits) and ensure data stays current. 
• Support risk/issue/dependency tracking across the portfolio — basic logging and escalation support
• Assist in preparing slides, summary documents, meeting packs, and simple reports for governance and portfolio meetings. 
• Provide general administrative support to PMO team as required.

Experience & Qualifications: 

• 1–2 years’ experience in administration, coordination, office support, HR admin, operations support or similar.
• Demonstrated professionalism, work ethic, reliability, and stakeholder communication capability.
  A certificate or diploma (or higher) in Project Management, Portfolio Management, Business
  Administration, Office/Operations Administration, or related field is strongly preferred.
• Computer literate — proficient in MS Office (Excel, Word, PowerPoint). - Willingness and ability to learn and use PMO/process tools (e.g. Aha!, Jira, SharePoint, Teams).

Attributes: 

• Agile, adaptable — comfortable in a fast-paced environment with shifting priorities. - Organised and detail-oriented, especially with documentation, tracking and data accuracy. 
• Quick learner — able to pick up new tools, systems and processes. - Proactive and reliable — takes initiative, follows up actions, and ensures tasks are completed on
• time. 
• Strong communicator — clear, professional written & verbal communication, able to work with
• various stakeholders. 
• Good time-management, ability to multitask, and comfortable with routine coordination/admin duties.
• The successful candidate will demonstrate a willingness to contribute positively to PMO initiatives, assist with process improvements, and support the continuous evolution of portfolio management practices, helping drive successful delivery of organisational objectives.