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, Resource
Management and senior stakeholders.
• A clear communicator who follows process, identifies missing information and escalates
governance gaps constructively comfortable holding a standard even when it is tested.
WHAT SUCCESS LOOKS LIKE
• No engagement reaches delivery without passing the acceptance gate on complete,
consistent, cross-referenced records.
• Governance evidence arrives on time across the portfolio, and exceptions surface early
enough to act on before they become margin or delivery issues.
• Every change request is commercially recorded and traceable from Salesforce to Qody.
• Engagements close cleanly: timesheets locked, billing complete, recognition inputs
accurate, lessons captured.
• The audit rota runs every week and non-conformances trend downward.
Benefits
We believe in supporting our team members both professionally and personally. Here's how we invest in you:
Compensation and Financial Wellbeing
Health and Wellness
Work-Life Balance and Growth
At Qodea, we champion diversity and inclusion. We believe that a career in IT should be open to everyone, regardless of race, ethnicity, gender, age, sexual orientation, disability, or neurotype. We value the unique talents and perspectives that each individual brings to our team, and we strive to create a fair and accessible hiring process for all.
We deploy our experts and frontier technology, like AI, to help organisations thrive through change.
We help our customers:
Work smarter - building the modern, scalable infrastructure, apps and workflows that boost bottom lines.
Engage personally - creating delightful digital touchpoints that capture attention, convert sales, and keep customers coming back.
And, Stay secure - establishing and maintain the security, governance and compliance systems that protect businesses from threats, fines, and downtime.
We work with some of the world's biggest brands to solve their biggest problems - from highly regulated financial institutions to bleeding edge tech unicorns - we deliver tangible business outcomes, into production, at pace.
