PMO Office Admin / Operations / Manager || G.C / U.S.C
24 Months
Santa Fe, NM (Onsite)
W2 Only (No C2C)
Role summary
Own day-to-day office administration and facilities coordination while serving as the operational backbone of the PMO. This role manages access requests, governance reporting, portfolio tracking, and meeting logistics. Success requires exceptional accuracy, urgency, autonomy, and the ability to organize, prioritize, and escalate across a small, high-accountability team.
Key responsibilities
- Office administration and facilities
- Coordinate office services (space planning, seating charts, supplies, mail/shipping, visitors, badging, H&S checks).
- Liaise with landlords and vendors for building access, maintenance, and service tickets; track SLAs.
- Organize onsite meetings, trainings, town halls, and workshops (rooms, AV, catering, materials).
- PMO operations support
- Maintain PMO calendars, governance forums, and cadence (steerco, program reviews, standups).
- Manage intake and triage of project requests; ensure completeness of charters and onboarding artifacts.
- Update RAID logs, decision and action registers, dependencies, change requests, and resource allocations.
- Support project onboarding/offboarding, documentation control, and template management.
- Access and security administration
- Process and track access requests for PMO and project tools (e.g., SharePoint/Teams, Confluence/Jira, network drives, PPM).
- Perform periodic entitlement reviews, audit evidence collection, and compliance recertifications.
- Enforce least-privilege standards; escalate exceptions and segregation-of-duties conflicts.
- Reporting and analytics
- Prepare weekly/monthly dashboards and packs (milestones, risks/issues, burn rates, capacity, time-entry compliance).
- Maintain data quality in PMO systems; reconcile status vs. source systems; flag variances for correction.
- Build light automation for reporting and reminders (e.g., Power Automate).
- Governance, process, and quality
- Ensure adherence to PMO standards, stage gates, and document versions.
- Draft and maintain SOPs, RACI charts, and quick-reference guides; onboard new team members.
- Track and drive closure of audit/compliance actions; monitor operational KPIs and SLAs.
- Finance, procurement, and assets
- Support PO creation, invoice processing, accruals, and vendor onboarding with Finance/Procurement.
- Maintain asset inventories for PMO-owned equipment and software licenses.
- Executive and stakeholder support
- Prepare briefing materials and talking points for leadership; capture minutes and actions with timely follow-up.
Required qualifications
- 4–6 years in office administration, PMO coordination, or operations support within a technology or project-driven environment.
- Hands-on experience with access administration and facilities/vendor coordination.
- Strong proficiency with Microsoft 365 (Excel, PowerPoint, SharePoint, Teams); comfort with document control and versioning.
- Working knowledge of PMO/PPM tools (any of: Smartsheet, MS Project/Project Online, Jira/Confluence, ServiceNow, Power BI).
- Solid grasp of project delivery frameworks and governance (PMBOK or PRINCE2 concepts).
- Proven ability to plan, prioritize, and execute under shifting deadlines; escalates proactively.
- Exceptional attention to detail and data accuracy; comfortable handling confidential information.
- Clear written and verbal communication; confident engaging with stakeholders at all levels.
- Education: Bachelor’s degree or equivalent practical experience.
Preferred qualifications
- Certifications: CAPM, PRINCE2 Foundation, PMO-CP, or ITIL Foundation.
- Experience supporting audits or controls (e.g., ISO 27001, SOC 2) and quarterly access recertifications.
- Power BI or advanced Excel (Power Query/Pivot) for dashboarding; Power Automate for workflow automation.
Success metrics (examples)
- 95% of access requests completed within SLA.
- 100% on-time delivery of weekly/monthly PMO reports.
- >98% data quality in PMO systems (no missing statuses/milestones).
- >90% on-time closure of actions and audit findings.
- Positive stakeholder satisfaction scores.
Work model and requirements
- Onsite or hybrid role with regular in-office presence to support facilities and events.
- Occasional early/late hours to support global meetings; minimal travel as needed.
- Ability to lift/move small office packages and event materials when required.
