Project Administrator

Join the team as our new Project Administrator – India

You will be responsible for providing dedicated project coordination, administrative, documentation, and reporting support across the Enterprise Program Management Office (ePMO). Working closely with multiple Project and Program Managers, you will help ensure effective project governance, accurate tracking, consistent documentation, and seamless communication across the organisation's portfolio of enterprise initiatives. This role will also play an important part in establishing and improving scalable project administration practices, enabling the broader PMO team to focus on strategic project delivery.

What You'll Do

Support Project & Program Coordination

• Provide administrative and coordination support to multiple Project and Program Managers across a portfolio of enterprise initiatives.
• Coordinate project governance meetings, including steering committees, workstream stand-ups, and stakeholder reviews.
• Manage calendars, meeting schedules, logistics, and stakeholder coordination.
• Prepare meeting agendas, capture minutes, document action items, and track follow-ups through to closure.
• Coordinate with internal stakeholders and external vendors or consulting partners on scheduling, logistics, and deliverable hand-offs.
• Flexibly manage priorities and support the broader ePMO team based on changing project requirements.
• Drive Project Documentation & Tracking
• Maintain project plans, trackers, RAID logs (Risks, Actions, Issues, and Decisions), and status dashboards using PMO project management tools.
• Ensure project documentation, templates, and supporting artifacts are accurate, current, organised, and version-controlled.
• Maintain project repositories and documentation platforms such as SharePoint and Asana.
• Support Project and Program Managers in preparing status reports, executive summaries, and project scorecards.
• Ensure timely updates to project trackers and documentation to maintain visibility across ongoing initiatives.
• Assist with budget and invoice tracking, expense coding, and basic financial reporting under the guidance of Project and Program Managers.
• Support PMO Governance & Reporting
• Support adherence to ePMO standards, templates, and the Protolabs Delivery Framework across assigned projects.
• Compile portfolio-level status updates and reporting packages for PMO leadership.
• Ensure consistency and accuracy in project reporting, documentation, and governance activities.
• Coordinate information gathering across project teams to support consolidated portfolio reporting.
• Assist in onboarding new project resources by coordinating system access, tool setup, and orientation to PMO processes and templates.
• Build & Improve Project Administration Capabilities
• Help establish and refine repeatable project administration processes, workflows, and templates as the ePMO capability continues to develop.
• Identify opportunities to improve administrative workflows, project management tool usage, and documentation practices.
• Recommend and support the implementation of process improvements to enhance efficiency and consistency.
• Promote standardised administrative practices across projects and programs.
• Contribute to building scalable project administration capabilities that support the organisation's growing portfolio of enterprise initiatives.
• What It Takes: Technical
• Bachelor's degree in Business Administration, Management, or a related field, or an equivalent combination of education and experience.
• 4+ years of experience in Project Administration, Project Coordination, or similar project support roles.
• Experience supporting multiple Project or Program Managers across concurrent projects or initiatives.
• Experience working within a matrixed or cross-functional organisational environment.
• Demonstrated experience maintaining project documentation, trackers, status reports, and governance records.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Experience with project management and collaboration tools such as Asana, Microsoft Project, Azure DevOps, Jira, and SharePoint.
• Ability to learn and adapt to new project management, collaboration, and reporting tools.
• Experience supporting project budgets, invoice tracking, expense coding, and basic financial reporting.
• Leadership & Collaboration
• Strong organisational skills with the ability to manage multiple priorities across different Project and Program Managers.
• Excellent written and verbal communication skills, with the ability to interact confidently with stakeholders at different organisational levels.
• Ability to collaborate effectively with geographically distributed teams working across different time zones.
• Strong coordination and follow-up skills, ensuring action items and deliverables are completed within agreed timelines.
• Ability to handle confidential project and business information with discretion.
• Strong stakeholder management skills with a proactive approach to supporting project teams.
• Mindset
• Self-starter with the ability to establish processes and practices rather than simply follow existing procedures.
• Highly organised and detail-oriented, with a strong focus on documentation accuracy and version control.
• Proactive approach to identifying gaps and improving project administration workflows.
• Strong sense of ownership and accountability for assigned responsibilities.
• Adaptable and flexible, with the ability to respond to changing PMO priorities.
• Collaborative mindset with a willingness to support multiple teams and projects.
• Continuous improvement mindset focused on building consistent, efficient, and scalable administrative practices.
• Preferred Qualifications
• Experience working in a shared-services or PMO administrative environment supporting multiple Project and Program Managers.
• Exposure to Agile, hybrid, or Waterfall project delivery methodologies.
• CAPM certification from PMI or currently working towards a project management certification.
• Experience with Power BI or similar reporting and dashboarding tools.
• Experience working in manufacturing, technology, or global enterprise environments.

What's In It For You – India

• Opportunity to work closely with Project and Program Managers across a diverse portfolio of enterprise initiatives.
• Exposure to global project management practices, governance frameworks, and enterprise-level programs.
• Opportunity to contribute to building and scaling project administration capabilities within the ePMO.
• Hands-on experience with project management tools, reporting dashboards, and governance processes.
• Collaboration with cross-functional stakeholders and global teams.
• Opportunity to drive process improvements and contribute to operational efficiency across the PMO.
• Growth-oriented environment with opportunities to develop project coordination, PMO, and program management expertise.
• Collaborative global working environment focused on continuous improvement and effective project delivery.