Associate, IT, Portfolio Office

MUFG Investor Services; City Of London; Hybrid; GBP 30,000 - 55,000; Full time

Job summary

A leading financial services company is seeking a Portfolio Office Administrator in London. The ideal candidate should have a strong customer service background, exceptional organisational and communication skills, and proficiency in Microsoft Office 365. Responsibilities include coordinating IT operations, managing meetings, and supporting data analysis. This role offers opportunities for growth in a vibrant work culture with a hybrid working model.

Benefits

Hybrid working model

Career development opportunities

Innovative work culture

Qualifications

• Experience in an administrative or coordination role, preferably in a fast-paced environment.
• Ability to manage multiple priorities and meet deadlines.
• Outstanding organisational skills.

Responsibilities

• Assist with tracking progress, milestones, risks, and issues in IT initiatives.
• Serve as the initial point of contact for IT administration queries.
• Organise meetings and stakeholder sessions efficiently.
• Support data collection and analysis for IT projects.
• Process invoices and manage IT department timesheets.

Skills

Organisational skills

Communication skills

Customer service background

Microsoft Office 365 proficiency

Education

GCSE / A Level or equivalent

Bachelor’s degree

Tools

Microsoft Excel

Microsoft PowerPoint

Jira Service Management

Microsoft Teams

Microsoft SharePoint

Job description

Job Description

The role of Portfolio Office Administrator is essential to the effective functioning of the IT department. Based in either London or Limassol and reporting directly to the Head of Portfolio Office, the successful candidate will play a pivotal role in coordinating, reporting, and administering various aspects of IT operations. This position is ideally suited to an individual with a strong background in customer service who can bring excellent organisational, communication, and relationship management skills to a structured office setting.

The ideal candidate will demonstrate robust administrative abilities, meticulous attention to detail, and a high level of proficiency in Microsoft Office 365 applications. They will adopt a collaborative, service-oriented approach to support project delivery and uphold governance activities within the department.

Portfolio Support and Coordination

• Assist the Portfolio Office in tracking the progress, milestones, risks, and issues associated with multiple initiatives.
• Maintain central registers and reporting tools, ensuring all data remains accurate and up to date.
• Coordinate governance packs and meeting materials, adhering to established internal standards.
• Support the preparation of monthly dashboards and reports by utilising Excel, PowerPoint, and other Office 365 tools.

Administrative and Communication Support

• Serve as the initial point of contact for IT administration queries, providing a professional and timely service.
• Organise meetings, workshops, and stakeholder sessions, managing invitations, agenda, minutes, and follow‑up actions.
• Maintain SharePoint and Teams sites, ensuring records are current and information is shared efficiently.
• Provide logistical and administrative support to IT managers and senior leaders as needed.
• Assist with the onboarding of new employees and the offboarding of departing employees.
• Ensure all employees complete mandatory training and maintain monthly records.
• Conduct regular checks to ensure Standard Operating Procedures (SOPs) are up to date and followed by IT Staff.

Data and Process Management

• Support the collection and analysis of data for various IT projects and processes.
• Process invoices as required, ensuring efficient and accurate handling.
• Maintain templates, process guides, and governance documentation to promote consistency in project standards.
• Identify opportunities for process improvement and contribute to the continuous enhancement of IT practices.
• Compile and manage timesheets for the IT department on a monthly basis, including reconciliations back to invoices.
• Raise and manage tickets in Jira Service Management system daily to ensure timely resolution of issues.

#LI-Hybrid

Qualifications

• A good level of education to GCSE / A Level or equivalent
• A Batchelor’s degree (not essential)

Skills and Experience

• Previous experience in an administrative, coordination, or client service role, preferably in a fast‑paced environment.
• Comprehensive working knowledge of Microsoft Office 365 applications, including Excel, Outlook, SharePoint, Teams, and PowerPoint.
• Outstanding organisational abilities, with proven capability to manage multiple priorities and meet deadlines.

Suitable candidates for this role will be Administration Assistants with experience in similar roles looking for a new challenge or recent graduates with some work experience in a corporate environment looking for their first permanent role.

Additional Information

What’s in it for you to join MUFG Investor Services?

Take a look at our careers site and you’ll find everything you’d expect from a career with the fastest-growing business at one of the world’s largest financial groups. Now take another look. Because it’s how we defy expectations that really defines us. You’ll feel that difference in all kinds of ways. Our vibrant CULTURE. Connected team. Love of innovation, laser client focus, and next‑level LEARNING & DEVELOPMENT. Oh, and we really walk the talk when it comes to HYBRID WORKING.

So, why settle for the ordinary? Apply now for a Brilliantly Different career.

We thank all candidates for applying; however, only those proceeding to the interview stage will be contacted.