ABOUT THE ROLE

The PMO Administrator provides consistent programme administration and governance across the full engagement lifecycle — from estimation and contracting through mobilisation, delivery, closure and retrospective. The role assures that every engagement is properly set up, financially tracked, governed during delivery and closed in a controlled way, with clear visibility of forecasts, delivery status, risks, changes and lessons learned. This is a second-line governance and assurance role within Delivery Operations. You operate the controls; you do not run projects. First-line execution — project creation, resource allocation, reporting — sits with the Delivery Operations Analysts and Delivery Scheduling Leads, and delivery accountability sits with Project Managers. Governance in this organisation is evidence-based: Project Managers submit evidence against defined checklists and agendas, and you validate, record, archive and escalate. Meetings and calls occur by exception only, so the role scales across a large portfolio without becoming a meeting schedule.

WHAT YOU WILL DO

Engagement Setup and Acceptance

• Operate the Delivery Acceptance gate at Closed Won: validate the Delivery Acceptance Checklist submitted by Sales; confirm the SoW, rate card, Deal Desk sign-off and resource plan are present and consistent, and that the Salesforce opportunity unique identifier is linked to the Qody project; file approved documentation and maintain the acceptance tracker; release to mobilisation or route gaps back.

• Assure a delivery-team review of the effort estimate has taken place before proposal submission, routing unreviewed estimates back to Sales, so delivery risk is assessed before commercial commitment.

• Support mobilisation: ensure project and timesheet codes, resource plan, governance cadence, document library and tooling (Qody, Jira) are in place; complete the Project Manager handover checklist, archive the handover pack and link it in Qody.

• Coordinate the initial engagement forecasts revenue and billing maintained separately from cost to preserve margin visibility so each engagement has a baseline to govern against from day one.

Delivery Governance

• Maintain the portfolio governance cadence and the RAID, decisions and actions logs; collect and quality-assure each engagement's evidence pack (risks, budget, schedule, change requests, ceremonies, Qody health) and track RAG movement. Missing or late evidence is recorded as Red; two consecutive Red ratings are escalated to the Delivery Director.

• Own the change-control register: log each change request with its scope, timeline, fee, cost, margin and forecast impact; track approval; ensure approved changes flow into Qody, the forecast and the SoW record. Every change request carries its Salesforce unique identifier linked to Qody no scope change is delivered without a corresponding commercial record.

• Monitor actual burn against budget per engagement and surface overburn and margin drift as exceptions; maintain the client spend-position data where the commercial model requires it. Client communication remains with the Project Manager.

• Track milestone completion against SoW billing triggers, flag due or missed billing events to Finance, and keep the billing schedule current.

• Keep the revenue/billing forecast and the cost forecast current as separate views through the engagement, reconcile against the Salesforce commercial forecast, and route exceptions to their owners, on a weekly upkeep and fortnightly board reporting cycle.

• Operate the bi weekly ISO 9001 audit rota: sample engagements against the governance standard, log non-conformances and track remediation.

• Own the agreed definitions of engagement types (Pre-sales, POC, Discovery) and assure they are applied identically across business units, Salesforce and Qody; flag person and role record mismatches across BambooHR, Salesforce and Qody and route them to the owner, so margin is calculated on consistent data.

• Maintain document-library templates, governance folder structure and naming standards, with a monthly sweep to assure every live engagement's folder is complete and current.

Closure and Continuous Improvement

• Run engagement closure: confirm final delivery status, final billing, revenue-recognition inputs, cost actuals, margin position and open actions; lock timesheets; process the Qody debook; archive the project folder; set status to Closed. Only Delivery Operations can set Closed status.

• Coordinate the delivery-side revenue-recognition inputs with Finance at milestone and close. Recognition basis follows the contract type of the engagement; timesheet actuals are an input, not the basis; Finance owns recognition itself.

• Capture structured lessons learned at close into a live register, theme recurring issues, and surface them for process improvement on a monthly synthesis cycle.

REQUIREMENTS

WHAT YOU WILL BRING

• Experience in PMO, programme administration, project coordination, delivery operations or a similar governance role.

• Strong organisational skills, attention to detail and confidence maintaining trackers, governance packs, action logs and reporting routines.

• Good working knowledge of project lifecycle governance, including mobilisation, delivery reporting, RAID, change control and closure.

• Understanding of professional services engagement models such as Time & Materials, Fixed Fee, Fixed Capacity and hybrid commercial models.

• Comfortable supporting financial governance, including revenue forecasts, cost forecasts, billing schedules, timesheet actuals and margin reporting.

• Strong spreadsheet and reporting skills; experience with PSA, CRM or HR systems desirable this role works daily in Qody, Salesforce, BambooHR and Google Drive.

• Familiarity with quality management routines; experience supporting or operating ISO 9001 audit activity desirable.

• Able to work confidently with Delivery, Sales, Commercial, Finance, Resource Management and senior stakeholders.

• A clear communicator who follows process, identifies missing information and escalates governance gaps constructively comfortable holding a standard even when it is tested.

WHAT SUCCESS LOOKS LIKE

• No engagement reaches delivery without passing the acceptance gate on complete, consistent, cross-referenced records.

• Governance evidence arrives on time across the portfolio, and exceptions surface early enough to act on before they become margin or delivery issues.

• Every change request is commercially recorded and traceable from Salesforce to Qody.

• Engagements close cleanly: timesheets locked, billing complete, recognition inputs accurate, lessons captured.

• The audit rota runs every week and non-conformances trend downward.

BENEFITS

We believe in supporting our team members both professionally and personally. Here's how we invest in you:

Compensation and Financial Wellbeing

Competitive base salary.
De Minimis Allowance.
13th Month Pay: Equivalent to one month's base salary, paid every December.

Health and Wellness

Medical Insurance: HMO coverage for the employee plus up to two dependents (employer-paid).
Sick Leave: 15 paid days per year, pro-rated from the start date.

Work-Life Balance and Growth

Annual Leave: 28 days per calendar year (January 1 – December 31), pro-rated based on start date.
Birthday Leave: An extra paid day off for your birthday.
Learning Leaves: Ten paid learning days per year.
Philippine Public Holidays: Statutory holidays are included.
Bereavement Leave: 3 paid days.
Parental Leave: Maternity or Paternity leave.
Flexible Work Arrangement: Hybrid model (two to three days in the office).
Peer Recognition: 100 Bonusly points per month for peer recognition.

Diversity and Inclusion

At Qodea, we champion diversity and inclusion. We believe that a career in IT should be open to everyone, regardless of race, ethnicity, gender, age, sexual orientation, disability, or neurotype. We value the unique talents and perspectives that each individual brings to our team, and we strive to create a fair and accessible hiring process for all.