Project Manager Administrator

Hexagon Shared Services Inc; Quezon City; On-site; PHP 400,000 - 640,000; Full time

Job summary

Hexagon Shared Services Inc. in Metro Manila is seeking a PMO Administrator to join the Project Management Office and uphold governance, documentation, and project controls. You will support project teams with records, reporting, and tool onboarding to ensure timely outcomes.

The role focuses on maintaining document repositories, registers, logs, and governance checks, while assisting PMs with meetings, minutes, and action tracking across multiple projects.

Qualifications

• Minimum 3–5 years in PMO administration or project coordination in IT/tech.
• Experience with PM tools such as Zoho Projects, Jira, Asana or MS Project.
• Proven records management and status reporting experience.

Responsibilities

• Set up and maintain project document repositories per PMO standards.
• Maintain project registers, logs, and trackers with timely updates.
• Perform governance checks against methodology standards (Project Elevate).
• Support PMs with status reporting, meeting prep, minute taking, and action tracking.
• Assist in onboarding new project tools/templates for delivery teams.

Skills

PMO concepts

Governance

Records management

Stakeholder communication

Multitasking

Education

BS IT

Computer Science

Business Administration

Project Management

4-year degree

Tools

Zoho Projects

Jira

Asana

MS Project

Job description

Job description

FUNCTION OF THE DEPARTMENT & MAIN PURPOSE OF THE JOB

The Project Management Office (PMO) ensures that organizational projects are executed within established frameworks, standard processes, and governance guidelines to achieve successful project outcomes.

The PMO Administrator provides shared administrative, portfolio tracking, and governance support to the Project Management team. The role serves as the administrative "engine room" of the PMO, enabling Project Managers to focus on leadership, delivery coordination, stakeholder management, and risk resolution by ensuring that project records, registers, schedules, and follow-up activities are accurate, complete, and maintained on time.

DUTIES & RESPONSIBILITIES

Technical / Operational Duties:

Primary Tasks:

• Establish and maintain project document repositories and folder structures according to approved PMO standards and naming conventions.
• Maintain project registers and logs across assigned projects, ensuring continuous updates for:
  • Risk Register: Ensure risk owners and target review dates are set; flag stale risks.
  • Issue Log: Record project issues, track resolution target dates, and highlight aging items.
  • Change Log: Document approved/pending scope or timeline changes and archive supporting files.
  • Decision Log: Record key decisions with traceability to meetings and formal approvals.
  • Action Log: Capture, assign, and track meeting actions to completion.
• Perform routine PMO governance checks against methodology standards (Project Elevate), auditing the presence and currency of required artifacts (Project Charters, SOWs, WBS, Status Reports, UAT, Closure documents).
• Provide structured tracking, reminding, following up, and escalating on overdue actions, missing documents, unupdated registers, and pending project approvals.
• Support Project Managers with project status reporting, meeting preparation, agenda drafting, minute-taking, and action items distribution.

Portfolio & PMO Shared Support:

• Support the Portfolio & PMO Manager in maintaining the Master Project List and updating project phase statuses, key milestones, and resource workload data.
• Consolidate risk, issue, and status data across the project portfolio to produce monthly/quarterly PMO dashboard reports.
• Assist in project audits, portfolio reviews, and compliance tracking.
• Facilitate the smooth onboarding of new project tools, templates, and administrative procedures across delivery teams.

Administrative Duties:

• Respect and ensure all assets of the company are in good working condition.
• Maintain cleanliness, orderliness, and safety within the working environment.
• Abide by the company's policies and administrative procedures.

Other Support Duties:

• Participate and/or assist in company functions and programs.
• Contribute to the improvement of the company's objectives.
• Perform other functions required by the company that match his/her skills and capabilities.
• In the absence of an assigned project support staff, fulfill administrative requirements for critical active projects.

POSITION / PERSON SPECIFICATIONS

COMPETENCY REQUIRED:

• Basic to solid understanding of project management concepts, project lifecycles, and governance frameworks.
• Strong organizational skills with meticulous attention to detail and records management skills.
• Excellent written and verbal communication skills; comfortable following up with stakeholders and management across levels.
• Proactive, persistent without being confrontational, and capable of working across multiple project streams concurrently.
• Clear understanding of role boundaries (distinguishing between administrative support vs. project accountability).

EDUCATION REQUIRED:

• Graduate of any 4-year college course or degree, preferably BS IT, Computer Science, Business Administration, Project Management, or related fields.

EXPERIENCE REQUIRED:

• Must have at least 3-5 years of solid work experience in PMO administration, project coordination, or administrative support within an IT, software, or technology environment.
• Experience with project management platforms (e.g., Zoho Projects, Jira, Asana, MS Project).
• Proven track record in document management, action tracking, and status report compilation.

TECHNICAL KNOWLEDGE & SKILLS:

• Proficiency in PM tools (Zoho Projects or equivalent).
• Advanced capability in Microsoft Office (Excel, Word, PowerPoint) and Google Workspace.
• Knowledge of RAID logs (Risks, Assumptions, Issues, Dependencies) and project governance artifacts.