PMO Coordinator

Company Description

Telefónica Tech (part of the Telefónica Group) is a leading NextGen Tech solutions provider with a highly diversified team of over 6,000 exceptionally skilled employees and +60 nationalities.

We serve more than 5.5m customers every day in over 175 countries, with a global ecosystem of market-leading partners. Global strategic hubs: Spain, Brazil, the UK, Germany.

The Telefónica Tech UK&I hub has an end- to-end portfolio of market leading services and develops integrated technology solutions to accelerate digital transformation through: Cloud, Data & AI (Adatis), Enterprise Applications (Incremental), Workplace Services and Cyber Security & Networking.

Values: Open, Trusted and Bold

Trusted Partners:

• Microsoft: Top 3 Service Providers, Azure Expert Status, Fastrack & Inner Circle Partner
• HPE: Platinum Partner – FY23 UK&I Solution Provider of the Year
• Palo Alto & Crowdstrike: part of our NextDefense Cyber Security Portfolio
• Fortinet: Elite VIP Program – one of only 2 in the UK
• AWS: Advanced Solution & Managed Service Provider Program

Job Description

ROLE

We are looking for a highly motivated and organised PMO Coordinator to join our Service Delivery team in our Sofia office.

You will be working in Sofia, Bulgaria from home and the office (Hybrid model - at least 2 days per week office presence), collaborating and socialising with your colleagues across our UK offices. There will be some occasional travel, for example, you may spend a week getting trained in our UK offices or attend team event.

This is a fast paced, ever-changing role and it will best suit a junior candidate, who has an interest in a Project Management career in the future. To succeed in this role, you will need to be highly organised, proactive and personable.
As a PMO Coordinator you will be providing administrative and operational support to our project management and resourcing functions in areas such as governance, reporting, compliance and project onboarding, therefore playing a critical role in supporting the delivery of our projects.This position ensures that project processes, standards, and tools are consistently applied, and that project information is accurate, timely, and effectively communicated across stakeholders. 
RESPONSIBILITIES 

Project Management Support:

• Manage third-party onboarding requests and extensions for project managers through the internal IT portal.
• Act as a liaison for the project management community, ensuring the completion of all mandatory training.
• Assist project managers in preparing Request for Change (RFC) documents and updating project budgets.
• Ensure project change request statuses are tracked, particularly where the forecast burn rate exceeds 100%, and escalate issues as needed.

Resourcing Support:

• Conduct inductions for new employees on key tools, including Clockify and Jira.
• Attend project management resourcing meetings, capturing and distributing minutes and actions.
• Manage administrative tasks, including transferring approved annual leave to Clockify (short-term support).
• Oversee project closure activities in Clockify, processing requests received through the Resourcing portal in Jira.
• Allocate Statements of Work (SOW) reviews to the appropriate project management community members.
• Transition mailbox requests into Jira as part of an interim process to phase out the Resourcing mailbox.

Project Onboarding and Change Requests:

• Review new project artefacts for compliance, collaborating with Sales Support to resolve any issues.
• Facilitate the onboarding of new projects into company systems, including Jira, Clockify, and Confluence.
• Update project records across multiple systems to reflect approved RFCs and changes.

Checks and Compliance:

Verify the existence and accuracy of key project documents, including:

• Up-to-date project plans.
• Resource plans extending to the project’s end date.
• Budget files, ensuring accurate forecasting and alignment with resource plans.
• Monitor the status and completion of project information in Jira, ensuring it reflects progress, RAG status, financials, and technologies used.
• Ensure that RAID logs are actively managed, with clear mitigation plans for the top three identified risks.
• Track the weekly issuance of project status reports, ensuring clarity and completeness.
• Support project managers in maintaining compliance with internal governance standards, escalating gaps where necessary.

Qualifications

• Excellent English communication skills, both oral and written, with the ability to effectively articulate an opinion with both internal and external stakeholders through a variety of different mediums;
• Demonstrable experience of a similar role within a Professional Services Project environment is highly desirable;
• Previous experience within a PMO role would be preferable;
• Solid planning and organisational skills with the ability to prioritise work;
• Ability to carry out tasks to a high standard with a strong eye for attention to detail;
• Robust and clear approach – has the confidence to challenge, offer opinion and ‘push back’ when required;
• Demonstrates creative thinking and problem-solving skills but knows when to escalate;
• Team Player – understands the importance of individual as well as team contribution.

Additional Information

We don’t believe hiring is a tick box exercise, so if you feel that you don’t match the job description 100%, but would still be a great fit for role, please get in touch.