Program / Project Coordinator (PMO)

About the role

The Program / Project Coordinator will support the delivery of large-scale programs and projects, working closely with program leads, internal stakeholders and external vendors to coordinate resources, financial activities, governance, documentation and program tools throughout the project lifecycle.

Key responsibilities

• Coordinate onboarding and offboarding of consultants and project resources
• Maintain and update resource information, including job changes, start/end dates and learning enrolments
• Track resource cost forecasts against actuals and support vendor rate changes and contract extensions
• Coordinate Statements of Work (SOWs) and variations, including approval workflows and secure document management
• Liaise with Procurement and Legal teams on SOW and MSA reviews
• Raise and track Purchase Orders (POs), follow up with approvers and maintain vendor workbooks
• Support monthly receipting, invoice reviews and financial reconciliations
• Monitor project/program costs against forecasts and escalate discrepancies where required
• Prepare and circulate weekly project/program status reports
• Prepare governance materials, including Steering Committee (SteerCo) decks, alignment packs and pre-reads

About you

• Experience in a program, project coordination or PMO role, preferably within a medium to large organization
• Hands-on experience supporting resource coordination, financial administration, documentation and governance processes
• Strong stakeholder management and communication skills
• Excellent organizational and coordination skills with a proactive, hands-on approach
• Good working knowledge of Microsoft Excel and PowerPoint
• Ability to manage multiple priorities and work effectively with internal teams and external vendors
• Experience with program/project financials, including forecast vs actuals, cost tracking and reconciliation (preferred)
• Experience with Purchase Orders, invoicing, vendor management, SOWs and contract variations (preferred)
• Familiarity with Workday, Planisware, ServiceNow or Microsoft Dynamics 365 (preferred)
• Certification such as PMI, AIPM, PRINCE2 or other project management qualification (preferred)