PMO & Administration Coordinator

Overview

Support project delivery and PMO operations across one or more Guidewire P&C insurance implementation programs, assisting Project Managers and cross-functional teams with planning, tracking, governance, coordination, reporting, and documentation. This is a junior role for a professional with 2–3 years of experience.

What you'll do

• Maintain project plans, schedules, milestone trackers, status reports, dashboards, RAID logs, action-item registers, decision logs, and governance documentation.
• Collect project updates from workstream leads and consolidate them into clear and timely reports.
• Track progress, deliverables, dependencies, risks, and issues, and escalate concerns to project leadership with appropriate context.
• Coordinate across cross-functional, onshore/offshore, and partner teams to support alignment on timelines, deliverables, and dependencies.
• Support governance forums through meeting scheduling, agenda preparation, report and material distribution, action-item tracking, and follow-up.
• Assist with Agile ceremonies such as stand-ups, planning sessions, reviews, retrospectives, and backlog-related coordination, as needed.
• Support project initiation, onboarding, delivery, transition, and closeout activities using established processes and templates.
• Assist with financial tracking, forecasting inputs, purchase order tracking, invoice coordination, and reporting to support project-level visibility.
• Promote consistent use of PMO tools, templates, reporting standards, and delivery processes.
• Collaborate with teams to adopt AI-enabled methods, automation, and standardized tools that improve delivery efficiency and reporting quality.
• Ensure consistent communication and reporting to stakeholders, enabling transparency and informed decision-making.
• Coordinate calendars, meetings, travel, and logistics for project and leadership activities, as required.
• Prepare meeting agendas, minutes, action-item summaries, decision records, and follow-up communications.
• Organize key deliverables, project materials, and information received from internal and external stakeholders.
• Draft, review, format, and maintain project communications, executive summaries, presentations, and other stakeholder-ready deliverables.
• Maintain project repositories, documentation, templates, and version-controlled records.
• Support vendor, partner, customer, and internal team coordination activities.
• Conduct research and compile information to support project planning, business initiatives, and operational decision-making.
• Develop and maintain standard operating procedures, work instructions, process documentation, and knowledge materials.
• Ensure accuracy, clarity, consistency, and professional formatting across project and business documentation.
• Handle confidential information professionally and with discretion.

What you'll need

• 2–3 years of overall experience, with relevant experience in PMO, project coordination, project administration, operations, or a related role.
• Experience supporting projects in enterprise software, technology, consulting, or Professional Services environments.
• Good understanding of the project lifecycle: initiate, plan, execute, monitor, control, and close.
• Basic understanding of PMO governance practices, project tracking, status reporting, and risk and issue management.
• Exposure to Agile delivery practices, Scrum, or similar project management frameworks.

Details

• Location: India - Bangalore.