Behind every well-run project sits someone quietly keeping everything on track. Schedules don’t organise themselves, reports don’t appear by magic, and governance doesn’t run smoothly without careful coordination. That responsibility often sits with the PMO Administrator. It’s a role built on precision, professionalism, and trust, and while it may not always be the most visible, it is essential to successful project, programme, and portfolio delivery.

This article brings together everything an aspiring or current PMO Administrator needs to know. It explains the role clearly, shares real-world examples, highlights common challenges, and provides practical guidance on development and career progression. Whether you’re new to PMO or looking to strengthen your capability, this is your go-to starting point for understanding what the PMO Administrator role is really about.

What does a PMO Administrator actually do?

At its core, the PMO Administrator role exists to support projects, programmes, and portfolios through effective administration and coordination. It is often described as the foundation role within a PMO, providing the structure, organisation, and consistency that allows delivery teams to focus on delivery.

PMO Administrators support Project, Programme, or Portfolio Managers with a wide range of activities. These can include maintaining documentation, managing project diaries, supporting governance meetings, updating registers, collating reports, and acting as a central point of contact for project information.

While the role is sometimes seen as “just admin”, in reality it requires strong organisational skills, attention to detail, professional judgement, and the ability to work confidently with a wide range of stakeholders. PMO Administrators help ensure that information is accurate, timely, and accessible, enabling better decision-making across the delivery environment.

If you’re at the start of your PMO journey, our free introductory guide is a great place to begin:

Download the free eBook: How to Get Started in PMO.

Key behaviours of a PMO Administrator

While processes and tools matter, the PMO Administrator role is defined just as much by behaviour as by task. The way an Administrator approaches their work directly affects the efficiency, credibility, and professionalism of the PMO.

Strong PMO Administrators take ownership of their responsibilities and follow work through to completion. They pay close attention to detail, ensuring information is accurate and up to date, while remaining pragmatic and focused on what really matters. They communicate clearly and professionally with a wide range of stakeholders and handle sensitive information with discretion and integrity.

Above all, effective PMO Administrators are proactive and adaptable. They anticipate needs, respond calmly to changing priorities, and demonstrate a willingness to learn and develop. These behaviours form the foundation of a trusted PMO professional and support progression into more senior PMO roles.

Challenges PMO Administrators often face

Despite the importance of the role, PMO Administrators often experience similar challenges across organisations.

Being Underestimated – PMO Administrator work can become invisible when done well. This can lead to the role being undervalued or misunderstood, particularly in fast-paced delivery environments.
High Workload and Competing Priorities – Supporting multiple projects or managers means balancing conflicting deadlines and last-minute requests. Knowing how to prioritise and manage expectations is essential.
Unclear Development Pathways – Many PMO Administrators are unsure how to progress or what skills are needed to move into PMO Analyst or PMO Manager roles. Without structure, development can feel reactive rather than planned.

You can explore these challenges and practical ways to tackle them here:
PMO Administrator Pain Points and How to Overcome Them.

Developing as a PMO Administrator: Using the 70–20–10 Model

Developing as a PMO Administrator goes beyond learning tools and templates. It’s about building confidence, capability, and professional judgement. One of the most effective ways to approach development is through the 70–20–10 model.

Seventy percent: Learning through experience

Most development happens through real work. For PMO Administrators, this might include:

Managing governance meetings and project diaries.
Maintaining risk, issue, and change registers.
Collating reports for boards and steering groups.
Supporting assurance activities or audits.
Improving document management and version control.

These experiences help shift the role from reactive support to proactive contribution.

Twenty percent: Learning from others

Learning alongside others accelerates growth. This can include:

Working closely with Project Managers and PMO Analysts.
Receiving mentoring or coaching from a PMO Manager.
Joining PMO communities and professional groups.
Attending webinars, events, or Communities of Practice.

This social learning builds confidence and broadens perspective.

Ten percent: Learning through formal training

Structured learning provides clarity and professional language for the role. The Essentials for PMO Administrators (3-day certification) is specifically designed for those new to PMO or working in support roles.

The course covers PMO roles, key competences, and real-world scenarios, helping Administrators perform their role with confidence and professionalism.

And if you’d like a quick way to see whether the Essentials for PMO Administrators course is right for you, try our short 5-question quiz. The questions are based on the course content and will help you gauge your current knowledge and identify whether you might benefit from the full programme. Click here to test yourself.

You can also use formal tools to assess your capability. The PMO Competency Framework is an excellent resource for identifying your strengths and development areas and planning your next steps.

Essential Resources for PMO Administrators

Below you’ll find free resources, training options and networking opportunities designed to help you deepen your knowledge and stay connected with the PMO profession.