PMO Administrator in Aberdeen

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

We are looking for a proactive and highly organised PMO Administrator to support our client’s Project Management Office. In this role, you will help keep projects running efficiently by maintaining accurate reporting, supporting project governance, and coordinating essential documentation. You’ll play a key part in enabling smooth project delivery across the team.

Key responsibilities include:

• Assisting with procurement activities, managing purchase orders, handling vendor documentation, and overseeing the full requisition process—from raising requests and securing approvals to tracking invoices.
• Cost control management.
• Timesheet management.
• Maintaining and updating project plans, logs and status reports.
• Assisting PMO Analyst with preparing documentation, meeting packs, and presentations.
• Coordinating project meetings, including scheduling, agenda creation, and minute-taking.
• Tracking project actions to ensure progress and timely completion.
• Supporting the implementation of PMO standards, policies, and templates.
• Preparing weekly and monthly PMO reports.
• Ensuring audit readiness by maintaining accurate and up‑to‑date project documentation.
• Helping ensure compliance with project lifecycle and governance processes.
• Maintaining the PMO document repository (SharePoint, Teams, Confluence, etc.).
• Performing general administrative duties to support the efficiency of the PMO.
• Maintaining resource plans, timesheet data, and allocation records.

Requirements:

• Strong organisational and time‑management skills.
• Excellent attention to detail and accuracy in reporting.
• Proficient in Microsoft Office / M365 tools (Excel, PowerPoint, SharePoint, Teams).
• Experience supporting projects or administrative functions.
• Strong communication skills – both written and verbal.
• Ability to work with multiple stakeholders and manage competing priorities.
• Experience working within a formal PMO or project environment.
• Knowledge of project management methodologies (Prince2, Agile, PMBOK).
• Problem-solving mindset, able to spot gaps or risks early.
• Customer‑focused, delivering a high standard of support service.
• Adaptable and flexible, comfortable with change and shifting priorities.

Benefits:

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. In addition to a Competitive Salary, here's what you can expect as part of our benefits package:

• Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.
• Flexible working: Flexible work arrangements to support your work-life balance.
• A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance programme, discounted cash plan and more.

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us.

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.