Project Portfolio Administrator

eBiZolution; Makati; On-site; PHP 900,000 - 1,500,000; Full time

Job summary

eBiZolution is seeking a Project Portfolio Administrator to support the PMO Head in governance, reporting, and the administrative backbone of the company’s project portfolio. You will ensure portfolio data is accurate, timely, and decision-ready, collaborating with Project Managers and Business Unit Heads.

You will maintain registers, coordinate intake and prioritization, produce KPI dashboards, and support steering meetings.

Qualifications

• Bachelor's degree in Business Administration or related field.
• 5+ years in project coordination, PMO, portfolio administration, or project management.
• 3+ years in senior/lead role handling portfolio-level reporting or governance.
• Certifications (CAPM, PMP, PRINCE2, PfMP, MoP, SAFe) are advantageous.

Responsibilities

• Maintain central register of all projects and initiatives with details, owners, schedules, budgets, and status.
• Administer intake for new project requests and prepare for evaluation and prioritization.
• Collect and validate status updates from Project Managers and track progress against milestones and budgets.
• Prepare weekly, monthly, and quarterly portfolio reports, dashboards, and KPI summaries for leadership.
• Organize portfolio governance meetings; prepare agendas, minutes, and track action items.
• Maintain RAID log and consolidate project-level entries; escalate cross-project impacts.
• Monitor resource allocation and capacity across projects; support staffing decisions.
• Track budgets, costs, and forecasts; reconcile with Finance and report variances.
• Track benefits realization post-closure and report results against business-case targets.
• Ensure PMO standards, templates, and documentation are followed; conduct health checks.

Skills

Portfolio governance

PMO reporting

Data analysis

Excel

PowerPoint

Microsoft Project

Planner

Jira

Smartsheet

Power BI

Education

Bachelor's degree in Business Administration

Information Technology

Tools

Microsoft Project

Planner

Jira

Smartsheet

Power BI

Job description

The Project Portfolio Administrator supports the PMO Head in running the governance, reporting, and administrative backbone of the company's portfolio of projects, programs, and business initiatives. The role keeps portfolio information (status, schedules, budgets, resources, risks, and benefits) accurate and current, and turns it into reliable reports that management uses to prioritize work and make decisions. Working closely with Project Managers and Business Unit Heads, the Project Portfolio Administrator makes sure projects follow PMO standards, portfolio data is complete and consistent, and risks and issues are raised early.

PRIMARY DUTIES & RESPONSIBILITIES:

• Portfolio Register: Maintain the central register of all proposed, active, on-hold, and closed projects and initiatives, keeping project details, owners, schedules, budgets, and status complete, current, and consistent.
• Project Intake: Administer the intake process for new project requests: check that proposals and business cases are complete, log them, and prepare them for evaluation and prioritization by the PMO Head and governance committee.
• Status Tracking: Collect and validate regular status updates from Project Managers, follow up on late or incomplete submissions, and track progress against approved milestones, timelines, and budgets.
• Portfolio Reporting: Prepare weekly, monthly, and quarterly portfolio reports, dashboards, and KPI summaries for the PMO Head and senior management, highlighting variances, trends, and items that need a decision.
• Governance Meetings: Organize portfolio and steering committee reviews: schedule meetings, prepare agendas and presentation materials, record minutes and decisions, and track action items through to closure.
• Risks, Issues & Dependencies: Maintain the portfolio RAID log (risks, assumptions, issues, and dependencies), consolidate project-level entries, and escalates items that affect several projects or need management attention.
• Resource & Capacity Tracking: Monitor resource allocation and utilization across projects, flag over-allocation and capacity gaps, and provide data to support prioritisation and staffing decisions.
• Financial Tracking: Track project budgets, actual costs, and forecasts; reconcile figures with Finance; and report cost variances and their causes.
• Benefits Tracking: Track the realization of expected benefits after project closure and report results against business-case targets.
• Standards & Compliance: Monitor adherence to the PMO methodology, stage-gate requirements, templates, and documentation standards; conduct periodic project health checks and report gaps with recommended corrective actions.
• Documentation Management: Manage the PMO document repository so that project charters, plans, change requests, approvals, and closure reports are complete, version-controlled, and audit-ready.
• PMO Tools Administration: Administrate portfolio and project management tools, including setting up projects, managing user access, maintaining data quality and guiding users.
• PMO Support & Guidance: Serve as the first point of contact for PMO process questions, and orient and coach Project Managers and project teams on portfolio standards, templates, and reporting requirements.
• Continuous Improvement: Recommend and help implement improvements to portfolio processes, templates, reports, and tools, and capture and share lessons learned across projects.

JOB SPECIFICATION:

Academic Qualification:

Bachelor's degree in Business Administration, Information Technology, Computer Science, Engineering, or a related field.

Work Experience:

• At least 5 years of experience in project coordination, PMO, portfolio administration, or project management, preferably in an IT or technology services environment.
• At least 3 years in a senior or lead role handling portfolio-level reporting, governance, or the coordination of multiple concurrent projects.

Certifications:

• Professional certification is an advantage but not required: CAPM, PMP, PRINCE2, PfMP, MoP, or an Agile certification (e.g., PSM, SAFe).

Tools & Systems:

• Advanced Microsoft Excel (pivot tables, lookups, data validation) and strong PowerPoint skills.
• Hands-on experience with project or portfolio management tools such as Microsoft Project, Planner, Jira, Smartsheet, or similar.
• Experience with Power BI or other reporting and dashboard tools is an advantage.
• Solid understanding of the project lifecycle, PMO governance, stage-gate processes, and portfolio management practices (e.g., PMI, PRINCE2, Agile).
• Strong attention to detail and a firm commitment to data accuracy and integrity.
• Strong analytical skills, with the ability to consolidate data from multiple sources into clear, decision-ready reports.
• Highly organized, able to manage multiple reporting cycles, deadlines, and requests at the same time.
• Clear written and verbal communication, including preparing management-level presentations and meeting minutes.
• Ability to follow up firmly but diplomatically with Project Managers and stakeholders at all levels.
• Working knowledge of project budgeting, cost tracking, resource planning, and risk management.
• Discretion in handling confidential project, financial, and resource information.