PMO Specialist / Project & Change Practice Coordinator

We currently seek a highly organised and proactive PMO Specialist / Project & Change Practice Coordinator to support the coordination and governance of a large project and change delivery portfolio.

This role will act as the backbone of the project practice, ensuring compliance with delivery frameworks, supporting onboarding, maintaining documentation standards, and assisting with financial and resource administration.

The ideal candidate will have a strong understanding of project delivery disciplines, experience managing multiple priorities, and the ability to work across delivery teams, governance forums, and executive stakeholders.

Key Responsibilities

• Support the governance and coordination of a multi-project portfolio, ensuring timely reporting, quality documentation, and milestone tracking.
• Facilitate delivery stage gates, ensuring all required artefacts and approvals are complete and aligned to the project framework.
• Manage and maintain project templates, registers, and process documentation to support consistent delivery.
• Own and drive resource onboarding and offboarding processes, coordinating system access, documentation, and induction requirements.
• Act as document controller for key delivery artefacts; manage versioning and publishing within SharePoint and Confluence environments.
• Coordinate project governance meetings, prepare agendas and packs, take minutes, and follow up on actions.
• Track and maintain project resourcing data, support workforce planning, and manage communication between delivery leads and operations.
• Manage purchase order creation, invoice tracking, and coordination with finance and procurement teams to align with project budgets.
• Assist with producing status reports, dashboards, and portfolio-level insights using MS Office and reporting tools.
• Provide day-to-day administrative support to the PMO and Project & Change function to ensure smooth operations and effective stakeholder engagement.

Skills & Experience

• Minimum 3–5 years’ experience in a PMO, project coordination, or business support role within a project delivery or transformation environment.
• Strong familiarity with project governance frameworks, delivery lifecycle, and change management support.
• Proficient in Microsoft Office Suite, including MS Project, SharePoint, PowerPoint, and Excel.
• Experience using Jira, Confluence, and BI tools (Power BI or equivalent) for reporting and portfolio visibility.
• Ability to build and manage content in collaborative environments such as SharePoint or Confluence.
• Demonstrated experience with onboarding processes, document control, and purchase order / invoice administration.
• Excellent organisational and communication skills, with the ability to interact confidently across all levels of the organisation.

Desirable

• Background in the Utilities, Energy, or Government sectors.
• Certification in PRINCE2, PMP, or P3O / PMO Specialist.
• Exposure to change management or transformation program environments.

ONLY Successful Candidates will be Contacted

If you are a experienced PMO Specialist and can start immediately please HIT the APPLY BUTTON or email jason(AT)capstonerecruitment.com.au