Project Support Coordinator

Department: Project Management Office (PMO)

Reporting To: PMO Manager

Location: Dublin

About the Role:

This is an exciting opportunity for a highly organised and proactive PMO Support Analyst to become the right-hand person to the PMO Manager. The successful candidate will play a crucial role in supporting the effective operation of the PMO, ensuring adherence to high governance and compliance standards within an IT-focused environment. This role requires a self-driven individual with strong initiative, excellent interpersonal skills, and the ability to navigate complex stakeholder relationships.

Key Responsibilities:

Direct Support to the PMO Manager:

• Act as the primary support to the PMO Manager, providing comprehensive assistance with day-to-day tasks and strategic initiatives.
• Attend all meetings with the PMO Manager, meticulously taking detailed minutes, documenting actions, and ensuring diligent follow-up.
• Proactively identify and track key decisions, risks, and issues arising from meetings.
• Assist in the preparation of presentations, reports, and other documentation for internal and external stakeholders.
• Manage the PMO Manager's calendar and assist with scheduling and coordination.

Governance and Compliance:

• Support the implementation and adherence to PMO methodologies, standards, and governance frameworks.
• Assist in the monitoring and enforcement of project compliance with relevant policies and procedures.
• Contribute to the development and maintenance of PMO documentation, templates, and guidelines.
• Support internal and external audits related to project management practices.

Stakeholder Management:

• Build and maintain strong working relationships with Project Managers at all levels across the organisation.
• Act as a point of contact for Project Managers, providing guidance and support on PMO processes and requirements.
• Facilitate communication and collaboration between Project Managers and the PMO.
• Proactively identify and address potential challenges or roadblocks faced by Project Managers in adhering to PMO standards.

PMO Administration and Support:

• Maintain and update PMO tools and systems, ensuring data accuracy and integrity.
• Assist in the collection, analysis, and reporting of project data and metrics.
• Support the onboarding of new Project Managers to PMO processes and tools.
• Manage PMO-related documentation and knowledge repositories.
• Organise and coordinate PMO-related meetings, workshops, and training sessions.

Essential Skills and Experience:

• Proven experience working within a Project Management Office (PMO) environment.
• Exposure to IT projects and an understanding of IT-related terminology and processes.
• Demonstrable understanding and experience of working within high governance and compliance frameworks.
• Excellent organisational and administrative skills, with meticulous attention to detail.
• Strong minute-taking and action tracking abilities.
• Proven ability to build and maintain effective working relationships with stakeholders at all levels.
• Strong communication (written and verbal) and interpersonal skills.
• Demonstrated initiative, self-motivation, and the ability to work independently.
• Ability to handle confidential information with discretion and integrity.
• A proactive and solution-oriented approach.
• Strong character with the ability to interact effectively with individuals with strong personalities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).