Project Management Office (PMO) Administrator

The PMO Administrator provides administrative, coordination, and reporting support to regional project delivery teams.

This role is responsible for maintaining project documentation, supporting governance processes, coordinating meetings and reporting activities, and ensuring project data accuracy across PMO systems and tools.

The PMO Administrator plays a key role in supporting project governance, improving operational efficiency, and enabling consistent project management practices across the organization.

Key Responsibilities

PMO Coordination & Administration

• Facilitate the smooth running of customer programs and projects.
• Support the day-to-day operations of the project office.
• Maintain project documentation, templates, trackers, and records.
• Coordinate project governance activities, reviews, and approvals.
• Ensure compliance with PMO standards, methodologies, and procedures.

Reporting & Documentation

• Assist in generating KPIs, dashboards, and portfolio metrics.
• Prepare and distribute project status reports, dashboards, and meeting materials.
• Consolidate project data for portfolio reporting and management updates.
• Maintain accurate project schedules, risks, issues, and action logs.
• Organize and archive project documentation in centralized repositories.
• Support audit and compliance documentation requirements.
• Meeting & Stakeholder Support
• Schedule and coordinate project meetings, steering committees, and workshops.
• Prepare meeting agendas, minutes, and follow-up action items.
• Track action items and ensure timely completion by stakeholders.
• Support communication between project teams, business units, and leadership.

Process Improvement Support

• Identify opportunities to improve PMO administrative processes including use of AI tooling.
• Support implementation of PMO best practices and continuous improvement.
• Assist in standardizing templates, reporting formats, and workflows.

Skills, Knowledge & Expertise

• Minimum bilingual Japanese and English speaking.
• 5+ years of experience in PMO administration, project coordination, or project administrative support roles.
• Proficiency in standard office and project management tooling, such as: Jira, MSProject, MS Word, MS Excel. Confluence, or SharePoint.
• Strong organizational and multitasking skills.
• Strong attention to detail and data accuracy.
• Excellent written and verbal communication skills.
• Passion for delivering great service to achieve customer advocacy.