Omnichannel Portfolio Coordinator

Position: Omnichannel Portfolio Coordinator (12 Month Fixed-Term Contract)

• Full-time

Company Description

Because your new ideas are our way new ways of working.
Evolve, your way.

Our digital teams are right at the heart of what we do. Surrounded by some of the best digital specialists in the industry, you’ll bring your own ideas to the business to shape the experience of our customers as part of a forward-thinking team.

As the Digital Portfolio Coordinator, you will provide portfolio-level coordination support to the Omnichannel Transformation portfolio team. You will coordinate meetings, workshops, events and onboarding, maintain the portfolio calendar and shared information, collate reporting inputs and update trackers to support the smooth day-to-day operation of the portfolio.

The role provides team-wide coordination, information sharing and administrative support for programme, project, change and governance activities.

Working collaboratively with colleagues across Digital, Technology and wider business functions, you will coordinate portfolio logistics, maintain accessible documentation and support consistent administrative processes and ways of working.

Job Description

Duties & Responsibilities:

• Provide portfolio-level and cross-portfolio coordination for the Omnichannel Transformation portfolio team, organising agreed support activities and deadlines.
• Coordinate the administration of portfolio governance meetings, including scheduling, collating agendas and materials, coordinating attendance, recording minutes and maintaining action and decision logs.
• Support the collection of programme updates and reporting inputs, tracking submission deadlines and following up with programme teams to ensure information is provided on time.
• Maintain portfolio Teams and SharePoint sites, shared folders, contact lists, key documentation, records and trackers, ensuring information is organised, current and accessible.
• Maintain portfolio meeting action logs, issue reminders and flag overdue updates to the relevant owner.
• Maintain the portfolio calendar and coordinate logistics for portfolio meetings, workshops and events, including rooms, invitations, attendance and materials.
• Coordinate scheduling and logistics for portfolio governance forums, programme meetings, workshops and key stakeholder activities.
• Support the Portfolio Manager and Portfolio Analyst by collating reporting inputs, updating agreed trackers, checking submissions for completeness and helping assemble governance materials.
• Support the administration and ongoing use of portfolio management tools, helping maintain documentation and assisting programme teams with routine queries.
• Coordinate portfolio onboarding activities for new programme teams and stakeholders, including arranging IT onboarding, introductory sessions and sharing relevant guidance, templates and documentation.
• Support the administration of portfolio communications by collating approved updates and distributing materials, meeting information, deadlines and decisions.
• Assist with maintaining portfolio templates, guidance materials, folder structures and documentation in line with established ways of working.
• Identify opportunities to improve administrative processes, documentation management and coordination activities, including through automation and AI-enabled tools.
• Build effective working relationships across programme teams and wider business functions, providing responsive support and helping ensure portfolio activities run smoothly.
• Handle portfolio information and documentation with appropriate care, confidentiality and attention to detail.

Qualifications

• A minimum of two years’ experience in a coordination, administrative, project support or PMO support role, ideally within a Digital, Technology or transformation environment.
• Experience providing administrative and coordination support across multiple projects, programmes or work streams, managing competing priorities and working to agreed deadlines.
• Strong organisational and planning skills, with the ability to coordinate portfolio meetings, workshops and events, maintain a shared portfolio calendar and track administrative actions.
• Experience preparing meeting materials, taking minutes, maintaining action logs and coordinating follow-ups with stakeholders.
• Proficiency in Microsoft Office applications, particularly Excel, PowerPoint, Word and Outlook, with the ability to maintain accurate records and prepare clear, professional documentation.
• Strong attention to detail, with the ability to maintain organised documentation, check…