Portfolio Administrator

Gallagher Group; Hamilton; Hybrid; NZD 60,000 - 90,000; Full time

Job summary

Gallagher Group Limited in Hamilton, New Zealand is seeking a Portfolio Administrator to join our Operations Performance team. You will provide essential administration, coordination and project support across a diverse portfolio of operational initiatives, reporting to the Strategic Portfolio Delivery Lead and working with project managers and stakeholders.

This hands-on role focuses on keeping project information updated, coordinating reporting cycles, governance information and maintaining

Qualifications

• Experience in project administration, coordination or PMO support.
• Understanding of project lifecycles, reporting, milestones and action tracking.
• Strong organisational skills with ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication with wide stakeholder engagement.
• Familiarity with project management tools and governance processes is a plus.

Responsibilities

• Coordinate reporting cycles and governance information across a portfolio of initiatives.
• Maintain project documentation and track actions to keep projects moving forward.
• Support meetings, prepare reports and follow up on actions.
• Engage with Project Managers, Sponsors and stakeholders to ensure information is accurate and up to date.

Skills

Organised

Communication

Stakeholder management

Education

Project coordination / business administration qualification

Tools

Microsoft 365

Excel

PowerPoint

Teams

SharePoint

Planner

Job description

About Gallagher

Our purpose at Gallagher is \"Protect what matters most\" and we live it every day. Not only does our technology protect some of the world's highest-security environments and agriculture businesses, but our purpose also means we care deeply about our people and their families.

With operations across New Zealand, Australia, Asia, Africa, the USA, Canada, the UK and Europe, and exports around the world, we provide our people with globally focused career pathways.

The Opportunity

Are you an organised and proactive project professional who enjoys keeping things on track, bringing structure to busy environments and making life easier for the people around you?

We're looking for a Portfolio Administrator to join our Operations Performance team, providing essential administration, coordination and project support across a diverse portfolio of operational initiatives.

Reporting to the Strategic Portfolio Delivery Lead, you'll work closely with Project Managers, Sponsors and stakeholders across the business, helping ensure project information, reporting, milestones, actions and risks are accurate, organised and up to date.

You'll play an important role in coordinating reporting cycles, preparing governance information, maintaining project documentation and following up on key actions to keep projects moving forward.

This is a hands-on coordination and administration role, offering plenty of variety, stakeholder interaction and the opportunity to contribute to how projects are supported and delivered across Gallagher.

The Fit

You'll be a highly organised and detail-oriented professional who enjoys working across multiple projects, managing competing priorities and making sure nothing falls through the cracks.

You may already be working in a Project Administrator, Project Coordinator or PMO support role, or have experience supporting project delivery in a busy, cross-functional environment.

You'll bring a practical, proactive approach, strong communication skills and the confidence to engage with stakeholders at all levels. You're someone who enjoys creating structure, improving processes and helping others succeed.

We're looking for someone with:

• Experience in project administration, coordination, PMO support or a similar project delivery support role.




• A good understanding of project lifecycles, reporting, milestones, action tracking and project documentation.




• Strong organisational skills, attention to detail and the ability to manage multiple priorities and deadlines.




• Confidence coordinating meetings, preparing reports, maintaining records and following up on actions.




• Strong Microsoft 365 skills, particularly Excel, PowerPoint, Teams, SharePoint and Planner.




• Excellent written and verbal communication skills, with the ability to build positive relationships across the business.




• A proactive, solutions-focused mindset and the confidence to identify gaps, ask questions and suggest improvements.




• Experience working in manufacturing, operations, technology or other cross-functional environments would be advantageous.




• Familiarity with project management tools, reporting systems, Copilot or process automation would be beneficial.




• A qualification in project coordination, project management or business administration would be desirable but is not essential.

If you're someone who takes pride in being organised, enjoys supporting project teams and thrives on keeping things running smoothly, we'd love to hear from you.

Applications will be reviewed as they are received, and the role may be filled before the closing date.