Job Description

The Projects Administrator – PMO Specialist serves as a critical support and operational partner within the Project Management Office (PMO), enabling project excellence through process optimization, structured coordination, and robust administrative systems. This role is instrumental in maintaining project governance, managing contract and invoice workflows, supporting enterprise tools like Maximo, and driving data-informed project tracking and reporting.

Beyond core administrative duties, this role contributes to the evolution of PMO operations by implementing continuous process improvements, maintaining high standards of documentation and compliance, and fostering cross-functional collaboration. This position requires a proactive mindset, strong analytical skills, and the ability to manage multiple priorities with precision in a fast-paced, project-driven environment.

Responsibilities:

Project Operations & Systems Support

• Manage contracts submittal and tracking ensuring timely execution, compliance, and alignment with project and organizational requirements.[RD1]
• Manage the end-to-end lifecycle of invoice workflows, ensuring timely processing, tracking, policy compliance, and financial alignment.
• Create, process, and monitor Maximo purchase orders to support project procurement needs, coordinating closely with PMs and finance teams.
• Maintain and optimize documentation systems for contracts, invoices, and other project records, ensuring consistent organization, version control, and accessibility.
• Own and coordinate the project closeout process in partnership with project managers by compiling final documentation, completing outstanding administrative tasks, and ensuring all closeout procedures are followed and documented.
• Coordinate administrative and logistical tasks such as vendor onboarding, gate pass setup, and ID badge distribution to ensure seamless field and vendor operations.

Project Coordination & Governance

• Coordinate and support recurring and ad hoc project meetings by managing scheduling logistics, preparing agendas, capturing detailed meeting minutes, and tracking action items to ensure accountability and follow-through.
• Take ownership of tracking logs and coordinate with project managers to monitor timelines and deliverables, assisting with follow-ups to keep projects on schedule.

Process Improvement & PMO Support

• Contribute to the development and documentation of PMO processes, templates, and best practices to support standardization and operational efficiency.

• Support the implementation of project management methodologies by coordinating training efforts, updating documentation, and reinforcing adoption across project teams.

• Identify and suggest improvements to existing workflows and tools to enhance team productivity and alignment with PMO goals.

• Collect, organize, and distribute project deliverables to the appropriate project team members and stakeholders.

• Assist in resource allocation and tracking, ensuring that team members have the necessary tools and resources to complete their tasks.

• Conduct research and provide analysis on project-related topics to support data-driven decision-making.

• Perform other duties as assigned, adapting to evolving project, portfolio, and team needs

This position is required to be performed full-time from an NBCUniversal-designated worksite. This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website. Salary range: $68,640.00 - $80,000

Qualifications

• Bachelor’s degree in Construction Management, Engineering, Business Administration, or a related field required; or equivalent combination of education and experience.
• 1–3 years of relevant professional experience in a project or administrative support role, ideally within a PMO, construction, utilities, or engineering environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); experience with Maximo or other enterprise systems preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including the ability to capture and convey information clearly and professionally.
• Self-motivated and proactive, with a strong ability to take initiative and follow through with minimal supervision.
• Collaborative team player who works well across all levels of the organization and readily supports colleagues in other areas.
• Professional and approachable demeanor, with a positive attitude and strong interpersonal skills.
• Excellent time management, with the ability to work independently, meet tight deadlines, and perform well under pressure.
• Adaptability and flexibility, with the ability to multi-task and adjust priorities as needed in a dynamic environment.
• Availability to work overtime, weekends, or holidays with short notice, as needed.

Preferred Qualifications

• PMP or CAPM certification.
• Experience with SmartSheets, Maximo, SAP, or other enterprise tools.
• Familiarity with project management methodologies and process improvement frameworks.

Additional Information

As part of our selection process, external candidates may be required to attend an in-person interview with an NBCUniversal employee at one of our locations prior to a hiring decision. NBCUniversal's policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.

NBCUniversal will consider for employment qualified applicants with criminal histories, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, where applicable.

If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to AccessibilitySupport@nbcuni.com.