Portfolio & Data Coordination Specialist

Vector Limited; Auckland; Hybrid; NZD 70,000 - 95,000; Full time

Benefits offered by this job

Flexible work

Wellbeing benefits

Learning & development

Meaningful work

Job summary

Vector Limited is seeking a proactive Portfolio Support role within the Digital & Data Operations team in Auckland. You’ll keep portfolio records, coordinate reporting, and ensure information is accessible and up to date.

You’ll collaborate with diverse teams to reduce admin burden and improve visibility of priorities and progress. This isn’t just administration; you’ll bring structure to fast-moving environments, support governance, and help teams stay connected through reliable information and

Qualifications

• Excellent organisational skills and the ability to coordinate multiple activities and deadlines.
• Strong attention to detail and a commitment to maintaining accurate information and records.
• Experience providing administrative, coordination or support services in a busy environment.
• Confidence working with Microsoft 365 tools, including Excel, PowerPoint, Teams and SharePoint.
• Experience gathering, organising and presenting information in a clear and accessible way.
• Strong written and verbal communication skills.
• A collaborative, service-focused approach and a willingness to support others.
• Confidence following up actions, information requests and outstanding tasks.
• Good judgement when handling confidential and commercially sensitive information.
• A continuous improvement mindset and an interest in making processes simpler and more effective.

Responsibilities

• Maintaining portfolio records, registers, schedules, document libraries and distribution lists.
• Supporting the collection, consolidation and quality checking of information used for portfolio reporting.
• Coordinating governance forums, planning activities and reporting cycles.
• Preparing and distributing agendas, meeting packs, presentations and supporting materials.
• Recording actions, decisions and outcomes, and following up on agreed next steps.
• Maintaining risk, issue, dependency, action and decision registers.
• Supporting portfolio reporting through dashboards, reports, summaries and status updates.
• Helping ensure delivery teams and leaders can easily access current portfolio information.
• Providing administrative support for supplier meetings, vendor reporting and commercial processes.
• Supporting purchase order, invoice and financial administration activities in line with agreed processes.
• Maintaining templates, guidance material and portfolio documentation.
• Identifying opportunities to improve consistency, simplify processes and reduce manual administration effort.

Skills

Organisational skills

Attention to detail

Administrative support

Microsoft 365

Excel

PowerPoint

Teams

SharePoint

Communication

Collaboration

Tools

Microsoft 365

Job description

Vector Limited is seeking a proactive Portfolio Support role within the Digital & Data Operations team in Auckland. You’ll keep portfolio records, coordinate reporting, and ensure information is accessible and up to date.

You’ll collaborate with diverse teams to reduce admin burden and improve visibility of priorities and progress. This isn’t just administration; you’ll bring structure to fast-moving environments, support governance, and help teams stay connected through reliable information and