Omnichannel Portfolio Coordinator

PRIMARK; Reading; On-site; GBP 32,000 - 45,000; Full time

Benefits offered by this job

27 days of leave + bank holidays, can-

Tax Saver Tickets

Fitness centre

Subsidised cafeteria

Job summary

Primark Reading is seeking a Digital Portfolio Coordinator to support the Omnichannel Transformation portfolio. You will coordinate meetings, onboarding, calendar tracking and governance materials, working with Digital, Technology and wider business teams to keep projects moving smoothly.

You will be highly organized, proactive and collaborative, building relationships across programmes and stakeholders. Experience in a PMO or portfolio function and familiarity with project documentation help

Qualifications

• Experience supporting a PMO or portfolio function within a large or complex organisation.
• Experience working within a Digital, Technology, retail or business transformation environment.
• Familiarity with project and portfolio management tools.
• Experience coordinating governance meetings, reporting cycles, onboarding activities or communications across multiple teams.
• Familiarity with project documentation, including action logs, project plans, RAID logs and decision records.
• An interest in automation and AI-enabled tools, with openness to improving administrative processes and ways of working.

Responsibilities

• Provide portfolio-level and cross-portfolio coordination for the Omnichannel Transformation portfolio team, organising agreed support activities and deadlines.
• Coordinate the administration of portfolio governance meetings, including scheduling, collating agendas and materials, coordinating attendance, recording minutes and maintaining action and decision logs.
• Support the collection of programme updates and reporting inputs, tracking submission deadlines and following up with programme teams to ensure information is provided on time.
• Maintain portfolio Teams and SharePoint sites, shared folders, contact lists, key documentation, records and trackers, ensuring information is organised, current and accessible.
• Maintain portfolio meeting action logs, issue reminders and flag overdue updates to the relevant owner.
• Maintain the portfolio calendar and coordinate logistics for portfolio meetings, workshops and events, including rooms, invitations, attendance and materials.
• Coordinate scheduling and logistics for portfolio governance forums, programme meetings, workshops and key stakeholder activities.
• Support the Portfolio Manager and Portfolio Analyst by collating reporting inputs, updating agreed trackers, checking submissions for completeness and helping assemble governance materials.
• Support the administration and ongoing use of portfolio management tools, helping maintain documentation and assisting programme teams with routine queries.
• Coordinate portfolio onboarding activities for new programme teams and stakeholders, including arranging IT onboarding, introductory sessions and sharing relevant guidance, templates and documentation.
• Support the administration of portfolio communications by collating approved updates and distributing materials, meeting information, deadlines and decisions.
• Assist with maintaining portfolio templates, guidance materials, folder structures and documentation in line with established ways of working.
• Identify opportunities to improve administrative processes, documentation management and coordination activities, including through automation and AI-enabled tools.
• Build effective working relationships across programme teams and wider business functions, providing responsive support and helping ensure portfolio activities run smoothly.
• Handle portfolio information and documentation with appropriate care, confidentiality and attention to detail.

Skills

Portfolio coordination

Meeting scheduling

Governance support

Documentation

Tools

Portfolio management tools

Job description

Because your new ideas are our way new ways of working. Evolve, your way. Digital at Primark Our digital teams are right at the heart of what we do. Surrounded by some of the best digital specialists in the industry, you'll bring your own ideas to the business to shape the experience of our customers as part of a forward-thinking team. As the Digital Portfolio Coordinator, you will provide portfolio-level coordination support to the Omnichannel Transformation portfolio team. You will coordinate meetings, workshops, events and onboarding, maintain the portfolio calendar and shared information, collate reporting inputs and update trackers to support the smooth day-to-day operation of the portfolio. The role provides team-wide coordination, information sharing and administrative support for programme, project, change and governance activities. Working collaboratively with colleagues across Digital, Technology and wider business functions, you will coordinate portfolio logistics, maintain accessible documentation and support consistent administrative processes and ways of working.

• Provide portfolio-level and cross-portfolio coordination for the Omnichannel Transformation portfolio team, organising agreed support activities and deadlines.
• Coordinate the administration of portfolio governance meetings, including scheduling, collating agendas and materials, coordinating attendance, recording minutes and maintaining action and decision logs.
• Support the collection of programme updates and reporting inputs, tracking submission deadlines and following up with programme teams to ensure information is provided on time.
• Maintain portfolio Teams and SharePoint sites, shared folders, contact lists, key documentation, records and trackers, ensuring information is organised, current and accessible.
• Maintain portfolio meeting action logs, issue reminders and flag overdue updates to the relevant owner.
• Maintain the portfolio calendar and coordinate logistics for portfolio meetings, workshops and events, including rooms, invitations, attendance and materials.
• Coordinate scheduling and logistics for portfolio governance forums, programme meetings, workshops and key stakeholder activities.
• Support the Portfolio Manager and Portfolio Analyst by collating reporting inputs, updating agreed trackers, checking submissions for completeness and helping assemble governance materials.
• Support the administration and ongoing use of portfolio management tools, helping maintain documentation and assisting programme teams with routine queries.
• Coordinate portfolio onboarding activities for new programme teams and stakeholders, including arranging IT onboarding, introductory sessions and sharing relevant guidance, templates and documentation.
• Support the administration of portfolio communications by collating approved updates and distributing materials, meeting information, deadlines and decisions.
• Assist with maintaining portfolio templates, guidance materials, folder structures and documentation in line with established ways of working.
• Identify opportunities to improve administrative processes, documentation management and coordination activities, including through automation and AI-enabled tools.
• Build effective working relationships across programme teams and wider business functions, providing responsive support and helping ensure portfolio activities run smoothly.
• Handle portfolio information and documentation with appropriate care, confidentiality and attention to detail.

Desirable

• Experience supporting a PMO, project management office or portfolio function within a large or complex organisation.
• Experience working within a Digital, Technology, retail or business transformation environment.
• Familiarity with project and portfolio management tools
• Experience coordinating governance meetings, reporting cycles, onboarding activities or communications across multiple teams.
• Familiarity with project documentation, including action logs, project plans, RAID logs and decision records.
• An interest in automation and AI-enabled tools, with an openness to identifying opportunities to improve administrative processes and ways of working.

Personal Attributes

• Highly organised and methodical, with a strong focus on accuracy and attention to detail.
• Proactive and dependable, taking ownership of responsibilities and ensuring actions and follow-ups are completed.
• Approachable and collaborative, building positive working relationships with stakeholders across the portfolio.
• Confident in following up on outstanding information and commitments, communicating professionally and constructively.
• Flexible and adaptable, able to manage competing priorities and respond positively to changing requirements.
• Practical and solutions-focused, with a willingness to improve processes and find more efficient ways of working.
• Demonstrates initiative, sound judgement and a high level of professionalism when handling business information.
• A team player who enjoys supporting others and contributing to the effective operation of a wider team.
• Interested in Omnichannel Transformation and motivated to support the successful coordination of portfolio activities.

People are at the heart of what we do here, so it's essential we provide you with the right environment to perform at your very best. Let's talk lifestyle:

27 days of leave, plus bank holidays and if you want, you can buy 5 more. Because Primark is all about tailoring to you, we offer Tax Saver Tickets, fitness centre, and a subsidised cafeteria. About Primark Excited? Good. Because it's energising to put your skills to work, in a growing global business committed to encouraging people to express themselves - and feel a sense of belonging. At Primark, people matter. They're the beating heart of our business and the reason we've grown from our first store in Dublin in 1969 to a £9bn+ turnover business and over 80,000 colleagues and over 440 stores in 17 countries today. Our values run through everything we do. In essence, we're Caring and always strive to put people first. We're also Dynamic, bravely pushing the boundaries to stay ahead. And finally, we succeed Together. If you need any reasonable adjustments or have an accessibility request, during your recruitment journey, such as extended time or breaks between online assessments, a sign language interpreter, mobility access, or assistive technology please contact your talent acquisition specialist. All offers of employment are subject to background checks, including right to work, reference education and for some roles criminal, and financial checks. If you have any concerns, please reach out to our talent acquisition team to discuss.