Portfolio Management Coordinator

7 days ago

Brisbane, Queensland, Australia Hudson Full time

Position Overview:

The Portfolio Coordinator is responsible for providing comprehensive support to two dynamic portfolios through a variety of administrative and operational tasks. This role is essential in ensuring that the portfolios are effectively managed across several critical areas, including:

  • Resource Management: Overseeing the onboarding, extension, and offboarding of resources.
  • Project Coordination: Performing secretariat duties for projects, including documenting minutes and preparing board/steering committee materials.
  • Contract Administration: Assisting in the management of contracts, including tracking, maintenance, and drafting processes.
  • Financial Oversight: Handling invoice administration, tracking project allocations, and performing high-level financial reconciliations in accordance with financial cycles.

Key Responsibilities:

  • Document and submit meeting minutes for Project Board approval within a specified timeframe.
  • Process Purchase Requisitions for approved resources or materials.
  • Manage the receipting of invoices for goods and services.
  • Conduct invoice reconciliations in line with contract agreements.
  • Track actual spending and invoices for all vendors within the portfolio.
  • Follow up with Accounts Payable regarding overdue invoices.
  • Coordinate with administrative staff for onboarding new team members.
  • Assist in the development of Statements of Work in collaboration with project teams.
  • Organize directories for recruitment materials in secure project repositories.
  • Request necessary assets and desk provisions for new starters.
  • Facilitate the setup of user accounts and access.
  • Provide onboarding packs and checklists to new hires.
  • Ensure completion of offboarding checklists and return of all departmental items.
  • Maintain a master resource list for contingent labor resources.
  • Develop and manage work-from-home rosters for project teams.
  • Update organizational charts for the portfolio.
  • Generate reports related to contracts and portfolio performance.
  • Support the development of contract extensions and variations in collaboration with project teams.
  • Assist in the renewal process by flagging upcoming renewals.
  • Help create quotation requests and supplier contracts in consultation with project teams.
  • Submit documents for approval through the designated electronic signature platform.
  • Conduct high-level financial reconciliations to identify discrepancies in project spending.
  • Engage with vendors and stakeholders to enhance portfolio processes.

Company Overview:

This position is with Hudson, a leading organization in project services and management. The Portfolio Coordinator will report directly to the Digital Portfolio Manager and will play a vital role in supporting the operational efficiency of the portfolios.

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