PMO & Administration Coordinator

Job Summary

Our Professional Services (PS) team partners with PC insurers globally to implement and optimize Guidewire s cloud platform. We work as a unified global team, enabling customers to adopt technology efficiently while driving continuous improvement and innovation.

As a PMO Administration Coordinator, you will support project delivery and PMO operations across one or more implementation programs. You will assist Project Managers, cross-functional teams, partners, and customer stakeholders with planning, tracking, governance, coordination, reporting, and documentation activities. The role also includes administrative and business-support responsibilities that help project teams operate efficiently and maintain high-quality stakeholder communications.

This is a junior role suited to a professional with 2-3 years of experience who is developing expertise in PMO practices, enterprise software delivery, project coordination, and Professional Services operations.

Responsibilities

PMO and Project Coordination

• Support end-to-end project delivery by assisting with planning, tracking, coordination, and execution activities across one or more implementation programs.
• Maintain project plans, schedules, milestone trackers, status reports, dashboards, RAID logs, action-item registers, decision logs, and governance documentation.
• Collect project updates from workstream leads and consolidate information into clear and timely reports.
• Track project progress, deliverables, dependencies, risks, and issues, and escalate concerns to project leadership with appropriate context.
• Coordinate across cross-functional, onshore/offshore, and partner teams to support alignment on timelines, deliverables, and dependencies.
• Support governance forums through meeting scheduling, agenda preparation, report and material distribution, action-item tracking, and follow-up.
• Assist with Agile ceremonies, such as stand-ups, planning sessions, reviews, retrospectives, and backlog-related coordination, as needed.
• Support project initiation, onboarding, delivery, transition, and closeout activities using established processes and templates.
• Assist with financial tracking, forecasting inputs, purchase order tracking, invoice coordination, and reporting to support project-level visibility.
• Promote consistent use of PMO tools, templates, reporting standards, and delivery processes.
• Collaborate with teams to adopt AI-enabled methods, automation, and standardized tools that improve delivery efficiency and reporting quality.
• Ensure consistent communication and reporting to stakeholders, enabling transparency and informed decision-making.

Administrative and Business Support

• Coordinate calendars, meetings, travel, and logistics for project and leadership activities, as required.
• Prepare meeting agendas, minutes, action-item summaries, decision records, and follow-up communications.
• Organize key deliverables, project materials, and information received from internal and external stakeholders.
• Draft, review, format, and maintain project communications, executive summaries, presentations, and other stakeholder-ready deliverables.
• Maintain project repositories, documentation, templates, and version-controlled records.
• Support vendor, partner, customer, and internal team coordination activities.
• Conduct research and compile information to support project planning, business initiatives, and operational decision-making.
• Develop and maintain standard operating procedures, work instructions, process documentation, and knowledge materials.
• Ensure accuracy, clarity, consistency, and professional formatting across project and business documentation.
• Handle confidential information professionally and with discretion.

Requirements

• 2-3 years of overall experience, with relevant experience in PMO, project coordination, project administration, operations, or a related role.
• Experience supporting projects in enterprise software, technology, consulting, or Professional Services environments.
• Good understanding of the project lifecycle: initiate, plan, execute, monitor, control, and close.
• Basic understanding of PMO governance practices, project tracking, status reporting, and risk and issue management.
• Exposure to Agile delivery practices, Scrum, or similar project management frameworks.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.