Profolio Coordinator

The Portfolio Coordinator supports the Digital Portfolio with a wide range of administrative and operational activities to ensure the portfolio is supported across key areas, including:

- Resourcing - resource onboarding, resource extensions and closing
- Projects - project secretariat duties including minutes and board/steering artefacts
- Contracts - contract management process support, maintenance, tracking and drafting
- Financials - invoice administration, project actual allocations/tracking, and high-level financial reconciliation

The Portfolio Coordinator will report to the Digital Portfolio Manager.

The Portfolio Coordinator will assist the Portfolio across the following key activities, but will also require flexibility to take on different priority operational tasks that may also arise:

- Document meeting minutes at Project Board Meetings
- Raising Purchase Requisitions
- Receipting invoices received for goods and services
- Invoice Reconciliation
- Tracking of actual invoices, spend etc for all vendors in the portfolio
- Follow up Accounts Payable for overdue invoices
- Set up directories for recruitment artefacts in Projects secure repositories
- Assist with the onboarding of new starter's assets and equipment
- Maintain master resource list for all required details for contingent labour resources
- Develop and maintain project team WFH rosters
- Update Portfolio Organisation Charts
- Run Weekly Reports for Portfolios as assess information associated with contracts
- Support development of new Contracts Extensions/Variations in consultation with Project Teams
- Supporting contractor renewals
- Submit Quotation Request & Supplier Contracts to vendor for completion
- Submit all documents requiring approval through DocuSign
- Perform high-level financial reconciliation to identify discrepancies/spend for the projects

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