PMO Administrator

About this role

ABOUT THE ROLE The PMO Administrator provides consistent programme administration and governance across the full engagement lifecycle — from estimation and contracting through mobilisation, delivery, closure and retrospective. The role assures that every engagement is properly set up, financially tracked, governed during delivery and closed in a controlled way, with clear visibility of forecasts, delivery status, risks, changes and lessons learned. This is a second-line governance and assurance role within Delivery Operations. You operate the controls; you do not run projects. First-line execution — project creation, resource allocation, reporting — sits with the Delivery Operations Analysts and Delivery Scheduling Leads, and delivery accountability sits with Project Managers. Governance in this organisation is evidence-based: Project Managers submit evidence against defined checklists and agendas, and you validate, record, archive and escalate. Meetings and calls occur by exception only, so the role scales across a large portfolio without becoming a meeting schedule. WHAT YOU WILL DO Engagement Setup and Acceptance • Operate the Delivery Acceptance gate at Closed Won: validate the Delivery Acceptance Checklist submitted by Sales; confirm the SoW, rate card, Deal Desk sign-off and resource plan are present and consistent, and that the Salesforce opportunity unique identifier is linked to the Qody project; file approved documentation and maintain the acceptance tracker; release to mobilisation or route gaps back. • • Assure a delivery-team review of the effort estimate has taken place before proposal submission, routing unreviewed estimates back to Sales, so delivery risk is assessed before commercial commitment. • Support mobilisation: ensure project and timesheet codes, resource plan, governance cadence, document library and tooling (Qody, Jira) are in place; complete the Project Manager handover checklist, archive the handover pack and link it in Qody. • Coordinate the initial engagement forecasts revenue and billing maintained separately from cost to preserve margin visibility so each engagement has a baseline to govern against from day one. Delivery Governance • Maintain the portfolio governance cadence and the RAID, decisions and actions logs; collect and quality-assure each engagement's evidence pack (risks, budget, schedule, change requests, ceremonies, Qody health) and track RAG movement. Missing or late evidence is recorded as Red; two consecutive Red ratings are escalated to the Delivery Director. • Own the change-control register: log each change request with its scope, timeline, fee, cost, margin and forecast impact; track approval; ensure approved changes flow into Qody, the forecast and the SoW record. Every change request carries its Salesforce unique identifier linked to Qody no scope change is delivered without a corresponding commercial record.

• Monitor actual burn against budget per engagement and surface overburn and margin drift as exceptions; maintain the client spend-position data where the commercial model requires it. Client communication remains with the Project Manager. • Track milestone completion against SoW billing triggers, flag due or missed billing events to Finance, and keep the billing schedule current. • Keep the revenue/billing forecast and the cost forecast current as separate views through the engagement, reconcile against the Salesforce commercial forecast, and route exceptions to their owners, on a weekly upkeep and fortnightly board reporting cycle. • Operate the bi weekly ISO 9001 audit rota: sample engagements against the governance standard, log non-conformances and track remediation. • Own the agreed definitions of engagement types (Pre-sales, POC, Discovery) and assure they are applied identically across business units, Salesforce and Qody; flag person and role record mismatches across BambooHR, Salesforce and Qody and route them to the owner, so margin is calculated on consistent data. • Maintain document-library templates, governance folder structure and naming standards, with a monthly sweep to assure every live engagement's folder is complete and current. Closure and Continuous Improvement • Run engagement closure: confirm final delivery status, final billing, revenue-recognition inputs, cost actuals, margin position and open actions; lock timesheets; process the Qody debook; archive the project folder; set status to Closed. Only Delivery Operations can set Closed status. • Coordinate the delivery-side revenue-recognition inputs with Finance at milestone and close. Recognition basis follows the contract type of the engagement; timesheet actuals are an input, not the basis; Finance owns recognition itself. • Capture structured lessons learned at close into a live register, theme recurring issues, and surface them for process improvement on a monthly synthesis cycle. Requirements WHAT YOU WILL BRING • Experience in PMO, programme administration, project coordination, delivery operations or a similar governance role. • Strong organisational skills, attention to detail and confidence maintaining trackers, governance packs, action logs and reporting routines. • Good working knowledge of project lifecycle governance, including mobilisation, delivery reporting, RAID, change control and closure. • Understanding of professional services engagement models such as Time & Materials, Fixed Fee, Fixed Capacity and hybrid commercial models. • Comfortable supporting financial governance, including revenue forecasts, cost forecasts, billing schedules, timesheet actuals and margin reporting. • Strong spreadsheet and reporting skills; experience with PSA, CRM or HR systems desirable this role works daily in Qody, Salesforce, BambooHR and Google Drive. • Familiarity with quality management routines; experience supporting or operating ISO 9001 audit activity desirable. • Able to work confidently with Delivery, Sales, Commercial, Finance,…