The Role
Supports PMO operations for insurance syndicates by maintaining trackers, validating data, coordinating reporting cycles, managing SharePoint documentation, supporting onboarding, and administering governance meetings. The role identifies data gaps, inconsistencies, risks, and reporting issues while assisting with PMO tools and change activities. It requires strong Excel skills, project documentation experience, and familiarity with PMO processes, RAID management, and management information reporting.
Summary Generated by Built In
This is an exciting opportunity for an organised and proactive individual to join a growing PMO function within a regulated financial services environment, supporting Polo Works onboard and then running new insurance syndicates.
The Project Support Officer is the backbone of the PMO team, taking ownership of day-to-day tracker maintenance and administration, documentation and meeting administration across allocated syndicates while supporting PMO growth initiatives. Working closely with the Syndicate PM and wider PMO team, this role ensures data is accurate, documentation is up to date, and reporting cycles are supported effectively. This is a substantive coordination role requiring initiative, strong organisation and the ability to manage competing priorities in a busy environment. For the right candidate, it also offers a clear progression pathway into a PMO Analyst role.
Key Responsibilities
Tracker maintenance and reporting support:
- Maintain syndicate trackers and reporting tool, collate updates and quality check data submissions to support accurate RAG status, milestone reporting, action tracking and weekly or monthly PMO reporting cycles.
Data quality and RAID awareness:
- Act as a first point of contact for workstream data queries, chase updates ahead of deadlines and develop the ability to identify and flag data gaps, inconsistencies, late submissions and risks or issues requiring attention.
Documentation, SharePoint and onboarding:
- Support syndicate onboarding by maintaining folder structures, tracker templates, onboarding packs, PMO document libraries, ensuring documents are version controlled, consistently filed and easy to locate.
Meeting, governance and coordination support:
- Coordinate governance meetings by preparing agendas, distributing pre-reads, compiling meeting packs while providing syndicate or project coordination support when required.
Supporting the PMO tool with Changes and admin activities that are assigned to you.
Skills, Knowledge and Expertise
2-3 Years experience working within a PMO, Project Support Officer, Project Coordinator or similar project based- role.
Strong Excel Skills, Inc Formulas, Pivot Tables, Data Validation and Conditional Formatting
Good understanding of PMO Processes, including reporting, Governance, RAID Management, action tracking and project documentation.
Experience analysing project trackers and producing management information reports.
Experience using SharePoint for document management, collaboration and version control.
Ability to identify trends, data quality issues, risk and reporting discrepancies.
Demonstrates behaviours aligned to the PoloWorks PRIDE values:
Demonstrates behaviours aligned to the PoloWorks PRIDE values:
- Pioneering – we don’t stand still
- Responsible – We do the right thing
- Inclusive – we all play a role
- Delivery Focused- we provide services we are proud of
- Empowering – we equip people to be their best
Desirable Skills
Working knowledge of Prince2, Agile or Waterfall
Experience using Power BI to create or maintain reports and dashboards
Exposure to Microsoft Power Apps and Power Automate would be advantageous.
Benefits
As well as a competitive salary, discretionary annual bonus, and a minimum 24 days of annual leave (with the option to buy more), you will also get an excellent benefits package, including flexible, hybrid working, life assurance, income protection, enhanced pension contributions, and occupational maternity and paternity pay.
You will also have access to company volunteering days, an Electric Vehicle (EV) leasing scheme, an employee assistance programme with retail discounts and savings, a generous employee referral scheme, regular sports and social events, and free Cheltenham bus travel.
Benefits Band 1
Benefits Band 1
About
PoloWorks is the leading provider of UK-based support services to the insurance market. We have built a strong reputation as dedicated and dependable experts in our field. We pride ourselves on our ability to be flexible, responsive, and knowledgeable.As a leading service support company and turnkey managing agency, our clients choose us because our staff not only have the expertise but also a profound affinity with their business challenges. Our mission is to support, inspire, and develop the insurers of today and tomorrow.Our clients, whether digital start-ups or well-established organisations, rely on the PoloWorks team to develop and strengthen their businesses. Our clients' goals are our goals. As such we design and deliver bespoke solutions to their specific business challenges.Recognised as a Great Place to Work certified company and listed among the Best Workplaces in Financial Services & Insurance, PoloWorks is proud of its positive culture and commitment to its people. With offices in London and Cheltenham, PoloWorks has ambitious growth plans, offering exciting opportunities for anyone joining us on the next phase of our journey.It's our mission to unleash the potential in every team, and we know that teams perform best when they are diverse and every team member feels that they belong. It is the unique contributions of all PoloWorks colleagues that drive our success, and we are committed to building an inclusive culture where everyone is empowered to do meaningful work and are recognised for their efforts. To that end, we are committed to providing an environment free of discrimination for everyone.
Skills Required
- 2–3 years of experience in a PMO, as a Project Support Officer, Project Coordinator, or similar project-based role
- Strong Microsoft Excel skills, including formulas, pivot tables, data validation, and conditional formatting
- Good understanding of PMO processes, reporting, governance, RAID management, action tracking, and project documentation
- Experience analyzing project trackers and producing management information reports
- Experience using SharePoint for document management, collaboration, and version control
- Ability to identify trends, data quality issues, risks, and reporting discrepancies
- Working knowledge of PRINCE2, Agile, or Waterfall
- Experience using Power BI to create or maintain reports and dashboards
- Exposure to Microsoft Power Apps and Power Automate
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The Company
What We Do
PoloWorks provides business advisory and outsourced services to (re)insurers and brokers within the insurance lifecycle, operating in the Lloyd’s and companies markets.
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