Portfolio Administrator

Gallagher; Hamilton; On-site; Confidential; Full time

Job summary

Gallagher is seeking a proactive Portfolio Administrator to join our Operations Performance team in Hamilton. You will coordinate reporting cycles, governance information and documentation across a diverse portfolio of initiatives, supporting Project Managers, Sponsors and stakeholders to keep projects on track.

The role is hands-on, with opportunities to enhance processes, improve reporting, and contribute to how Gallagher delivers across operations.

Qualifications

• Experience in project administration and coordination across multiple initiatives.
• Understanding of project lifecycles, reporting, milestones and action tracking.
• Strong organisational skills and ability to manage competing deadlines.
• Confident in coordinating meetings, preparing reports and maintaining records.
• Excellent written and verbal communication, with stakeholder relationship skills.

Responsibilities

• Coordinate reporting cycles and governance information for multiple projects.
• Maintain project documentation and follow up on actions to keep projects moving forward.
• Support project managers and sponsors with status updates, risks and milestones.
• Prepare and share reports, dashboards and meeting notes with stakeholders.

Skills

Project admin

Coordination

PMO support

Stakeholder engagement

MS 365 mastery

Education

PM/BA qualification

Tools

Copilot

MS 365

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.