Job Title: PMO Administrator

Job Description

The PMO Administrator provides comprehensive administrative and coordination support to the Project Management Office, enabling effective delivery of projects across a global automation and technology organization. This role focuses on managing project documentation, meetings, calendars, reporting, travel arrangements, SharePoint maintenance, compliance activities, and general departmental operations, while offering exposure to project management, operations, and cross-functional coordination in a highly innovative environment.

Responsibilities

- Prepare and update professional PowerPoint presentations, reports, and Excel spreadsheets for project leadership.

- Schedule appointments and manage conference room calendars using Microsoft Outlook to ensure efficient use of meeting spaces.

- Coordinate invitations for Project Launch and Project Kick-off meetings and ensure all stakeholders receive accurate information.

- Prepare, update, and distribute meeting minutes, action lists, and other project documentation in a timely and organized manner.

- Create Jira project sites as requested and ensure project information is accurately captured.

- Distribute approved change orders, machine-release forms, final machine-acceptance forms, and post-project review forms to relevant parties.

- Send customer satisfaction surveys following project completion and track responses as required.

- Coordinate project-related travel, including booking flights, hotels, and ground transportation, and support immigration requirements where necessary.





- Maintain departmental vacation planners for Project Management and Scheduling to support resource planning.

- Prepare and distribute weekly utilization reports and PSM meeting action-item lists.

- Maintain PMO procedures within SharePoint and BQMS, ensuring documentation is current and accessible.

- Maintain active and closed project and job lists to support accurate tracking and reporting.

- Support audits and ISO compliance activities by providing documentation and coordination support.

- Coordinate meeting rooms, catering, off-site meetings, and other meeting logistics for departmental and project-related events.

- Organize monthly departmental communication meetings, including scheduling, materials preparation, and logistics.

- Prepare office space and order supplies for new employees to ensure smooth onboarding.

- Provide general administrative and operational support to the Project Management Office as required.

- Adhere to the Code of Business Conduct and follow all health and safety procedures in daily activities.

Essential Skills

- Minimum of 5 years of administration experience in a skilled environment.

- Strong proficiency with Microsoft Office, including Word, PowerPoint,



and Excel, with the ability to prepare and update presentations and spreadsheets for leadership.

- Demonstrated experience in travel coordination, including booking flights, hotels, and other travel arrangements.

- Proven calendar management and coordination skills, including scheduling meetings and managing conference room bookings.

- Administrative support experience, including handling documentation, data entry, and general office duties.

- Experience with customer service and professional communication in support of internal and external stakeholders.

- Ability to manage multiple administrative tasks simultaneously with strong attention to detail.

- Competence in using MS Office Suite for reporting, documentation, and communication.

Additional Skills & Qualifications

- Experience with project or program coordination, supporting project teams and timelines.

- Working knowledge of Jira for creating and maintaining project sites.

- Experience supporting audits or ISO compliance activities through documentation and coordination.

- Exposure to global mobility or international travel coordination is an asset.

- Strong data entry skills with a focus on accuracy and organization.

- Experience in calendar management within complex, multi-stakeholder environments.

- Ability to work effectively within cross-functional teams across operations, compliance, and project management.

- Interest in automation, technology, and supporting projects across life scienc

📌 Pmo Administrator (Canada)
🏢 Aston Carter
📍 Canada