Your role includes creating controls, tools, training programs, and governance routines for PSGO Administrators. You are tasked with ensuring that PSGO Administrators interact with customers in a manner that reflects the client's values of care, trust, togetherness, and excellence.
Additionally, you will be responsible for maintaining the accuracy of data in the PPM tool, enabling reliable and meaningful reporting to support decision-makers in analysing portfolio performance and health.
You will oversee the efficient completion of business processes according to agreed service levels, manage the support request pipeline, and collaborate with administrators to delegate tasks and balance workloads.
In addition to the core responsibilities, the PSGO Admin Coordinator will also manage special projects and ad hoc work packages as requested by the Principal Project Controls. This includes overseeing the execution of these initiatives, ensuring they align with the overall objectives of the Digital Technology Project, Planning, and Delivery teams, and delivering results that meet or exceed expectations.
As the PSGO Admin Coordinator, you must demonstrate an unwavering commitment to ensuring that health, safety, and the wellbeing of our people are prioritized in your work environment, team interactions, stakeholder engagements, and business processes.
Accountabilities:
Business Process Development
- Develop, document, implement, and govern business processes related to project support and reporting within the PSGO.
Coordination and Execution
- Ensure the effective coordination and execution of project support requests and reporting requirements for the Digital Technology Project, Planning, and Delivery teams. Control and Governance.
- Create and manage controls, tools, training programs, and governance routines for PSGO Administrators to ensure consistency and alignment with organizational standards.
- Complete project compliance audits and prepare findings.
Customer Interaction
- Ensure that PSGO Administrators interact with customers in a manner that upholds South32 values of care, trust, togetherness, and excellence.
- Manage, report, and maintain the Net Promoter Score (NPS) survey distribution outcomes monthly.
PPM Tool Maintenance
- Maintain the accuracy and currency of the Project Portfolio Management (PPM) tool to enable reliable and meaningful reporting for decision-makers.
Service Level Management
- Oversee the efficient completion of business processes according to agreed service levels, ensuring high service delivery standards.
Support Request Management
- Manage the support request pipeline, working closely with administrators to delegate tasks, share workloads, and ensure timely completion of requests.
Health, Safety, and Wellbeing
- Demonstrate an unwavering commitment to prioritizing health, safety, and the wellbeing of all team members and stakeholders in all work environments, interactions, and business processes.
Reporting and Analysis
- Facilitate accurate and regular reporting to stakeholders, supporting decision-making processes through meaningful data and insights from the PPM tool.
- Manage and report the PPM month-end reporting processes.
Continuous Improvement
- Identify opportunities for continuous improvement in project support processes, tools, and governance routines to enhance overall efficiency and effectiveness.
- Prioritise and implement PSGO Admin improvement initiatives in collaboration with the Principal Project Controls.
Special Projects Management
- Manage special projects and ad hoc work packages as requested by the Principal Project Controls, ensuring their successful execution and alignment with the broader objectives of the Digital Technology Project, Planning, and Delivery teams.
Qualification/s Required
- A bachelor’s degree, diploma or relevant qualification in business administration, finance, law, project management / controls OR ten+ years of work experience in the discipline.
Technical/Specialist Skills Required
- Detail-oriented with strong organizational and analytical abilities.
- Strong financial acumen, including knowledge of budget and forecasting processes, accruals, project cost allocations and SAP/ERP purchase requisition and invoice payment processes.
- Proficiency in Microsoft Suite including Excel, Word, PowerPoint, MS Project, MS Teams, SharePoint, Outlook, and Forms is mandatory.
- Proficiency in Power Automate, PowerBI, Lists, Loop and Sway is desired, but not mandatory.
- Ability to develop and map business processes, identify gaps, reduce risk exposure, and introduce process controls as required.
- Ability to lead and develop teams.
- Strong customer service mindset and ability to understand customer experience, use cases and requirements.
- Ability to develop strong relationships across the business.
- Excellent, communication, and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to work collaboratively in cross-functional and operational teams in different geographical locations.
Experience
- Direct experience supervising teams in administration services, data entry management, financial or employee business service departments or environmental, project, contract management firms.
- Experience working in the technology, engineering, energy, banking, construction, or mining sector is desired, but not mandatory.
- Demonstrated understanding of project management practices and delivery models.
- Experience using a Project Portfolio Management System to manage projects or produce reports is desired, but not mandatory.
- Demonstrated ability to produce high quality analysis and documentation that concisely captures audit outcomes.
- Well-rounded understanding of technology and key functional and operational business processes.
