PMO & Administration Coordinator

Summary

Our Professional Services (PS) team partners with P&C insurers globally to implement and optimize Guidewire’s cloud platform. We work as a unified global team, enabling customers to adopt technology efficiently while driving continuous improvement and innovation.
As a PMO & Administration Coordinator, you will support project delivery and PMO operations across one or more implementation programs. You will assist Project Managers, cross-functional teams, partners, and customer stakeholders with planning, tracking, governance, coordination, reporting, and documentation activities. The role also includes administrative and business-support responsibilities that help project teams operate efficiently and maintain high-quality stakeholder communications.
This is a junior role suited to a professional with 2–3 years of experience who is developing expertise in PMO practices, enterprise software delivery, project coordination, and Professional Services operations.

Job Description

What You’ll Do

PMO and Project Coordination

• Support end-to-end project delivery by assisting with planning, tracking, coordination, and execution activities across one or more implementation programs.
• 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 information into clear and timely reports.
• Track project 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.

Administrative and Business Support

• 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 Bring

Required

• 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.

About Guidewire

Guidewire is the platform P&C insurers trust to engage, innovate, and grow efficiently. We combine digital, core, analytics, and AI to deliver our platform as a cloud service. More than 540+ insurers in 40 countries, from new ventures to the largest and most complex in the world, run on Guidewire.

As a partner to our customers, we continually evolve to enable their success. We are proud of our unparalleled implementation track record with 1600+ successful projects, supported by the largest R&D team and partner ecosystem in the industry. Our Marketplace provides hundreds of applications that accelerate integration, localization, and innovation.

For more information, please visit www.guidewire.com and follow us on Twitter: @Guidewire_PandC.

Guidewire Software, Inc. is proud to be an equal opportunity and affirmative action employer. We are committed to an inclusive workplace, and believe that a diversity of perspectives, abilities, and cultures is a key to our success. Qualified applicants will receive consideration without regard to race, color, ancestry, religion, sex, national origin, citizenship, marital status, age, sexual orientation, gender identity, gender expression, veteran status, or disability. All offers are contingent upon passing a criminal history and other background checks where it's applicable to the position.

Guidewire is proud to be a disability inclusive employer. We are committed to providing individualized accommodations and support to candidates for any part of our hiring process. If you think you may need disability-related accommodations, please email EmployAbility at [email protected], our disability partner, or schedule a call with an EmployAbility expert (calendar booking slot) for a confidential conversation.