Portfolio Administrator

Job Description

To find out more about the role, please click through here to find the Position Description.

Vector: Powering Auckland. Shaping the future.

At Vector, we're delivering the infrastructure, technology and services that will support a smarter, more connected and increasingly electrified Auckland.

Our Vector31 strategy sets a clear direction for the future. As we continue to evolve the way we serve customers, manage our network and enable business performance, Digital & Data plays a critical role in connecting strategy, technology and delivery.

To support this transformation, we're establishing a new Digital & Data operating model designed to strengthen business alignment, improve delivery outcomes and accelerate value creation across the organisation.

With multiple initiatives underway, clear information, effective coordination and strong portfolio rhythms have never been more important.

That's where you come in.

The opportunity

You might come from project coordination, programme support, business administration, executive support, PMO administration, operations coordination or a similar role. What matters most is your ability to stay organised, bring structure to information and help teams work more effectively.

This role sits within Digital & Data Operations and plays an important part in keeping our portfolio running smoothly. You'll help maintain portfolio records, support governance forums, coordinate reporting activities and ensure information is easy to access, accurate and up to date.

You'll collaborate with a wide range of people across Digital & Data, helping to reduce administrative burden for delivery teams and leaders while creating visibility of priorities, commitments, risks, dependencies and progress.

This isn't simply an administration role.

We're looking for someone who enjoys bringing order to complexity, collaborating with people and helping teams stay connected through reliable information and well-coordinated processes.

What you'll be doing

• Maintaining portfolio records, registers, schedules, document libraries and distribution lists.
• Supporting the collection, consolidation and quality checking of information used for portfolio reporting.
• Coordinating governance forums, planning activities and reporting cycles.
• Preparing and distributing agendas, meeting packs, presentations and supporting materials.
• Recording actions, decisions and outcomes, and following up on agreed next steps.
• Maintaining risk, issue, dependency, action and decision registers.
• Supporting portfolio reporting through dashboards, reports, summaries and status updates.
• Helping ensure delivery teams and leaders can easily access current portfolio information.
• Providing administrative support for supplier meetings, vendor reporting and commercial processes.
• Supporting purchase order, invoice and financial administration activities in line with agreed processes.
• Maintaining templates, guidance material and portfolio documentation.
• Identifying opportunities to improve consistency, simplify processes and reduce manual administration effort.

What you'll bring

We're more interested in your capability and approach than a perfect match to every requirement.

You'll bring:

• Excellent organisational skills and the ability to coordinate multiple activities and deadlines.
• Strong attention to detail and a commitment to maintaining accurate information and records.
• Experience providing administrative, coordination or support services in a busy environment.
• Confidence working with Microsoft 365 tools, including Excel, PowerPoint, Teams and SharePoint.
• Experience gathering, organising and presenting information in a clear and accessible way.
• Strong written and verbal communication skills.
• A collaborative, service-focused approach and a willingness to support others.
• Confidence following up actions, information requests and outstanding tasks.
• Good judgement when handling confidential and commercially sensitive information.
• A continuous improvement mindset and an interest in making processes simpler and more effective.

Experience in project, programme, product, operational or portfolio support environments would be helpful, but it's not essential. If you enjoy being organised, supporting others and creating clarity through good information management, we'd love to hear from you.

A little ambiguity doesn't scare you

We're building new capabilities and evolving how Digital & Data works.

That means some processes are established, while others are still taking shape.

Sometimes you'll be working within existing systems and rhythms. Other times you'll help improve them.

If you enjoy bringing structure, consistency and visibility to fast-moving environments, you'll thrive in this role.

Bring what you know. Be ready to learn. Teach us something too.

Different skills. Different perspectives. Better ways forward, together.

Why join us?

This is an opportunity to be part of a team that's helping shape the future of Digital & Data at Vector.

You'll work alongside people from across technology, delivery, change and operations, contributing to initiatives that support one of New Zealand's most important infrastructure organisations.

You'll also have access to:

• Flexible ways of working.
• Wellbeing support and employee benefits.
• Learning and development opportunities.
• Professional development support.
• The opportunity to contribute to meaningful work that supports Auckland's energy future.

Our behaviours

Change Makers | Customer. Customer. Customer. | Walk in Others' Shoes | We, Not Me | Consider It. Done.

If you're excited by the opportunity to help turn Vector31 ambition into action and support a more connected, efficient and value-focused approach to planning, governance and delivery across Digital & Data, we'd love to hear from you.

Additional Information

We know that some people may hesitate to apply if they don’t meet every single requirement. If this role excites you, we encourage you to apply anyway - your skills, enthusiasm, and unique perspective could be just what we’re looking for.

Vector values diversity in all its forms and welcomes people of all backgrounds, experiences, identities and abilities to be part of our team.