PMO Administrator/Coordinator

About the Role:
Gyron is a rapidly growing part of NTT, the world’s largest telecommunications service provider, and provides highly resilient and energy efficient data centre services, supporting business critical IT applications for customers such as Adobe, Salesforce, Sky, Sony, Spotify and IBM, from five state-of-the-art data centre facilities in the South East of England.
You will work under the supervision of the Campus Programme PMO Lead, to support the successful delivery of the programme through the development, co-ordination and administration of key processes and activities of the PMO.

This role is intended to provide an opportunity for growth and development for the individual, providing them with broad insight to the running of a major, business critical programme and the opportunity to build your expertise working with more senior and experienced team members. In the future, the role of the PMO is expected to broaden to include portfolio management across all projects in the business.

Specifically, you will:

  • Work across the full range of PMO and Programme processes, as required; such as Change Control, Issue & Risk Management, Planning, Reporting and Governance etc. 
  • Support the delivery of specific programme activities/projects, under the supervision of a senior member of the programme team (e.g. PMO Lead)
  • Review, analyse & consolidate information; such as generating weekly reports to Senior Management Team for Steering Meetings
  • Assist PMO Lead with the improvement of existing PMO processes and the introduction of new processes. 
  • Administrate and co-ordinate support key programme meetings and processes; such and the Change Control process, organising meetings, creating agendas, capturing and tracking action points, maintaining/updating logs and plans etc.
  • Align Change Control outcomes with finance department on a weekly basis and prepare reports for weekly steering group meetings
  • Manage the administration of the central information repository/server and associated document control (including managing access rights, producing templates, documenting processes etc.) and Assist the PMO Lead in improving project document management folder system.
  • Produce materials and reports; such as compiling status reports for review meetings and creating periodic reports in line with agreed KPI’s, capturing all required data.
  • Assist the Project Managers and Procurement Manager with acquiring quotes from suppliers for new works or enhancements.
  • Work across the business with key suppliers, ensuring the timely availability of their reports, updates and responses to action points
  • Contribute to the development of action plans, updating risk/issue management plans as they evolve and where agreed, following through with their execution.
  • Document key processes and departmental organisation charts. 
  • Raise and manage purchase orders for the department.
  • Ensure that snagging activities are being updated by the project managers and suppliers.
  • Assist with Health & Safety compliance.
  • Update systems and maintain information.
  • Assist with inductions for new starters in the Projects department.
  • And any other duties relevant to the position and the running of the company


Required Experience:

  • Supporting/co-ordinating the delivery of projects and familiarity with core project management principles and processes (e.g. through exposure to PRINCE2 or similar)
  • Demonstrable experience of working with Senior Management teams
  • Desirable: Knowledge of PRINCE2 and P3O Methodology 


About you:
To succeed in this role, you will need to:

  • Be pro-active, conscientious, inquisitive, with great attention to detail and unafraid to ask appropriate questions.
  • Excellent organisational skills: clear thinker, able to prioritise and deal with evolving needs, plan their work, operating at a pace to with high quality standards. 
  • Good numerical and literacy skills and high levels of computer literacy.
  • Highly competent in MS Office (Word, Excel, PowerPoint etc) and related tools such as SharePoint. Competent in Microsoft project.
  • Self-motivated and keen to develop, with a willingness and desire to learn – responds well to mentoring/coaching.
  • Excellent interpersonal skills – able to establish and develop productive working relationships internally and externally at junior and senior levels
  • Commercially aware – especially in relation to change control and dealings with suppliers
  • Good analytical/problem solving skills
  • The ability to communicate effectively at all levels with good relationship building skills. 
  • To possess a clean full UK driving licence 
  • Undergo Security checks to BS7858:2012