Project Management Officer

Job Summary

We are looking for an organised, detail-oriented and proactive individual to manage small projects end to end and to support Project Managers and Project Analysts in the day-to-day coordination, tracking and governance of larger Change, Transformation and Transition (Lift-Out) projects across Global Client Delivery (GCD) locations. The ideal candidate will independently run small, well-scoped projects and ad hoc initiatives using the teams SWAT and Transition frameworks, while acting as the operational backbone of the Projects team keeping plans, trackers, action logs and evidence current; scheduling and minuting governance forums; chasing actions to closure; and ensuring the teams tools and templates are consistently used. This is an individual contributor role in the Projects team with no direct reports, reporting to the Head of Projects, and is the foundation for a career in project and programme management at Alter Domus.

Responsibilities

Small Project Management

• Independently manage small, well-scoped projects and ad hoc initiatives (e.g. single-team process changes, small work transfers or Transition Lite items, tooling or reporting roll-outs, remediation actions) from kick-off to closure, applying the SWAT and Toll Gate frameworks proportionately
• Define scope, success criteria, timeline and stakeholders for small projects with the Business / CD Lead, publish a simple plan and run regular check-points to drive the actions to completion
• Identify and log risks, issues and dependencies for own projects, resolve them at working level and escalate to the Head of Projects or a Project Manager where a decision or intervention is required
• Provide status updates on own projects into the teams weekly reporting and governance forums and complete closure and lessons-learnt documentation

Project Coordination Tracking

• Maintain project plans, trackers and checklists for assigned projects including the Transition Checklist, recruitment / onboarding tracker, access and IT tracker, training completion records and impacted-teams register ensuring they are accurate and up to date at all times
• Track actions, owners and due dates from all project meetings and proactively follow up with owners across Business, Tech, Client Delivery and cross-functional teams to drive closure
• Support the Project Manager / Project Analyst in preparing detailed plans, timelines and milestone schedules and in updating them as the project evolves
• Own defined workstreams within larger Transition and Transformation projects under the guidance of a Project Manager

Governance Forums Toll Gate Support

• Organise and support governance forums schedule Tier 2 (weekly) and Tier 3 (operational) meetings, bi-weekly transition reviews and toll-gate (TG1/TG2/TG3) reviews; prepare agendas, circulate pre-reads, capture minutes, decisions and actions and distribute them promptly
• Collect, file and index toll-gate evidence (sign-off emails, approved plans, acceptance forms, training and access confirmations) in the designated SharePoint / Confluence locations and keep the evidence checklist current
• Chase pending sign-offs from LoB, CD Leads, GPOs, Academy, IT and Control Tower ahead of toll-gate dates and flag anything at risk to the Project Manager
• Maintain the decision log and action log for assigned projects

Risk, Issue Dependency Logging

• Capture risks, issues and dependencies raised in meetings and by stakeholders into the RAID log with clear descriptions, owners and target dates
• Monitor open items for ageing and overdue status and highlight them to the Project Manager / Project Analyst for escalation
• Support the preparation of escalation notes and mitigation trackers

Reporting Documentation

• Prepare first drafts of status reports weekly project updates, the consolidated GCD Projects weekly update and governance packs by collecting inputs from Project Managers, Tech PMO and stakeholders and populating the standard templates
• Update KPI trackers and dashboards (hiring progress, onboarding, training completion, KC/KT scorecards, milestone status) with validated data from source teams
• Maintain project documentation charters, stakeholder lists, RACI, communication plans, SOP / process documentation packs received from LoBs with correct version control
• Ensure all project artefacts are stored in the agreed structure on SharePoint / Confluence and are easy for stakeholders to find

Stakeholder Coordination Communication

• Act as the day-to-day point of contact for routine queries, data requests and scheduling across global delivery locations and time zones
• Coordinate with cross-functional teams Talent Acquisition, Academy (KC/KT), IT / Access, Risk, Legal Compliance, Facilities and Control Tower to obtain inputs and confirm completion of their actions
• Draft clear and professional meeting invites, minutes, follow-up notes and status communications for review by the Project Manager
• Build effective working relationships with stakeholders and represent the Projects team professionally

Tools, Templates PMO Administration

• Administer Jira boards, Confluence spaces and SharePoint libraries for assigned projects creating and updating items, maintaining workflows and access lists and ensuring data hygiene
• Apply the teams standard templates (Transition Acceptance Document, Transition Checklist, SWAT templates, status report and RAID templates) and suggest practical improvements based on usage
• Support onboarding of new project stakeholders to the teams tools and ways of working
• Support post-project reviews by collating feedback, lessons learnt and closure documentation

Profile

• Bachelors degree in Business, Commerce, Finance, Operations or related field
• Project management foundation certification (CAPM, PRINCE2 Foundation, Agile / Scrum fundamentals) or willingness to obtain within the first year
• Overall 3-7 years experience in back office, BPO or Financial Services domain
• 2-5 years of project coordination and execution experience supporting or running projects, workstreams or process changes in a project, PMO or operations role
• Exposure to transitions, process migrations, change initiatives or working with global / multi-location teams an advantage

Technical Skills

• Proficient in Excel (pivots, lookups, basic charts), PowerPoint and Outlook; exposure to Power BI an advantage
• Working knowledge of collaboration and project tools SharePoint, MS Teams, Jira, Confluence or equivalent