PMO Administrator

Sword Group; Glasgow; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading technology solutions provider in Scotland is seeking a proactive PMO Administrator to support the Project Management Office. This role involves maintaining accurate reporting, managing purchase orders, and coordinating project documentation and meetings. The ideal candidate will possess strong organizational skills, experience in a PMO environment, and proficiency in Microsoft Office. Comprehensive benefits including a competitive salary and flexible working are offered, along with career development opportunities.

Benefits

Personalised career development

Flexible working arrangements

A comprehensive benefits package

Qualifications

• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy in reporting.
• Experience supporting projects or administrative functions.
• Ability to work with multiple stakeholders and manage competing priorities.
• Experience working within a formal PMO or project environment.

Responsibilities

• Assist with procurement processes, purchase orders, and vendor documentation.
• Manage requisition processes including approvals and invoice tracking.
• Maintain project plans, logs, and status reports.
• Prepare weekly and monthly PMO reports.
• Support the implementation of PMO standards and processes.

Skills

Organizational skills

Attention to detail

Proficient in Microsoft Office

Strong communication skills

Problem-solving mindset

Tools

Microsoft Excel

Microsoft PowerPoint

SharePoint

Microsoft Teams

Job description

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

We are looking for a proactive and highly organized PMO Administrator to support our client’s Project Management Office. In this role, you will help keep projects running efficiently by maintaining accurate reporting, supporting project governance, and coordinating essential documentation. You’ll play a key part in enabling smooth project delivery across the team.

Key responsibilities include assisting with procurement activities, managing purchase orders, handling vendor documentation, and overseeing the full requisition process—from raising requests and securing approvals to tracking invoices. This role is ideal for someone detail‑focused, confident working with processes, and keen to support effective project delivery in a fast‑paced environment.

• Assist with procurement processes, purchase orders, and vendor documentation as required.
• Manage the process of requisitions including raising requisitions, gaining approvals, maintaining and tracking invoices.
• Cost control management
• Timesheet management
• Maintain and update project plans, logs and status reports.
• Assist PMO Analyst with preparing documentation, meeting packs, and presentations.
• Coordinate project meetings, including scheduling, agenda creation, and minute-taking.
• Track project actions to ensure progress and timely completion.
• Support the implementation of PMO standards, policies, and templates.
• Prepare weekly and monthly PMO reports
• Ensure audit readiness by maintaining accurate and up‑to‑date project documentation.
• Help ensure compliance with project lifecycle and governance processes.
• Maintain the PMO document repository (SharePoint, Teams, Confluence, etc.).
• Perform general administrative duties to support the efficiency of the PMO.
• Maintain resource plans, timesheet data, and allocation records.

• Strong organisational and time‑management skills.
• Excellent attention to detail and accuracy in reporting.
• Proficient in Microsoft Office / M365 tools (Excel, PowerPoint, SharePoint, Teams).
• Experience supporting projects or administrative functions.
• Strong communication skills – both written and verbal.
• Ability to work with multiple stakeholders and manage competing priorities.
• Experience working within a formal PMO or project environment.
• Knowledge of project management methodologies (Prince2, Agile, PMBOK).
• Problem‑solving mindset, able to spot gaps or risks early.
• Customer‑focused, delivering a high standard of support service.
• Adaptable and flexible, comfortable with change and shifting priorities.

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success.

We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. In addition to a Competitive Salary, here's what you can expect as part of our benefits package:

• Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.
• Flexible working: Flexible work arrangements to support your work-life balance. We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can.
• A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well‑being, and insurance schemes, an employee assistance programme, discounted cash plan and more….

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us.

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.