Senior PMO Tooling Analyst

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

APEX FUND SERVICES

Functional Title: Senior PMO Tooling & Automation Analyst

Department: PMO (Portfolio Management Office)

Employment Type: Permanent

About Apex

Apex Group Ltd., established in Bermuda in 2003, is a global financial services provider. With fifty offices worldwide and 12,000 employees upon the close of announced acquisitions, Apex delivers an extensive range of services to asset managers, capital markets, private clients, and family offices. The Group has continually improved and evolved its capabilities to offer a single-source solution through establishing the broadest range of services in the industry including fund services, digital onboarding and bank accounts, depositary, custody and super ManCo services, business services including HR and Payroll and a pioneering ESG Ratings and Advisory service for private companies.

We look to recruit bright, articulate, and numerate employees who are not afraid of a challenge. You are prepared to work hard, love what they do and be prepared to innovate.

Every employee plays a part in making Apex who we are today and the more that we grow, the more important that becomes. Whatever your career path or specialism Apex provides a global platform to allow you to thrive.

About the Role

The Senior PMO Tooling & Automation Analyst will partner with PMO leadership, Portfolio Leads, Project Managers, Technology teams and business stakeholders to design, build and optimise tooling and automation that strengthens PMO control, improves portfolio visibility and reduces manual effort. The role will combine practical PMO experience with deep technical capability across Azure DevOps (ADO), Power BI, ServiceNow and the Microsoft Power Platform.

The role will own the design and continuous improvement of integrated PMO tooling solutions, including workflow automation, data integration, executive dashboards, governance controls and self-service reporting. The role holder will translate PMO requirements into scalable tools, establish technical standards and deliver reliable management information for portfolio decision-making.

The successful candidate will be a hands-on tooling and automation expert who can independently configure platforms, develop data models and dashboards, automate workflows, troubleshoot solutions and guide users. They will bring relevant experience delivering PMO technology solutions in a complex enterprise environment and will balance rapid improvement with appropriate data governance, security and change control.

Key duties and responsibilities

This role will sit within the central Enterprise PMO and support the wider PMO community. The role holder will lead the design, build, administration and adoption of PMO tools and automated solutions across Azure DevOps, Power BI, ServiceNow, Power Automate, SharePoint, Excel and related Microsoft technologies. Responsibilities include solution design, integration, reporting, data governance, documentation, training and continuous improvement.

The role will also provide expertise across the Microsoft ecosystem, train users, generate reports, analyse captured data to provide insight, strengthen data governance, leverage AI and other tools to drive efficiency and automation, and maintain key portfolio management information.

Data, Reporting & Insights

Portfolio Reporting, Dashboards & Executive MI

• Design, build and maintain portfolio, programme and project dashboards for operational and executive audiences.
• Develop decision-focused management information for governance forums and senior stakeholders.
• Define standard KPI measures, reporting logic, drill-through views and reusable dashboard templates.
• Provide actionable insight on portfolio health, delivery confidence, risks, issues, milestones, demand, capacity and dependencies.
• Automate enterprise reporting cycles and implement controls that improve accuracy, consistency and timeliness.
• Develop and maintain portfolio, programme and project reporting dashboards.
• Produce high-quality management information for governance forums and senior stakeholders.
• Implement standard reporting frameworks and KPI measures.
• Provide insights on portfolio health, risks, issues, milestones and delivery performance.
• Support enterprise reporting cycles, ensuring data accuracy and consistency. Governance & Process Implementation

PMO Tooling Solution Design & Administration

• Act as the PMO subject-matter expert for Azure DevOps (ADO), Power BI and ServiceNow, with working knowledge of Power Automate, SharePoint, Excel and the wider Microsoft ecosystem.
• Translate PMO and portfolio requirements into practical tool designs, workflows, data structures, dashboards and automated controls.
• Configure and enhance Azure DevOps boards, work-item types, fields, states, queries, dashboards, permissions and portfolio reporting structures.
• Configure or support ServiceNow workflows, forms, queues, approvals, notifications and reporting relevant to demand, project, change and governance processes.
• Build semantic models, measures and interactive reports in Power BI using Power Query and DAX.
• Establish tooling standards, release controls, user guidance and support arrangements.
• Train and coach PMO and delivery users to improve adoption, data quality and self-service capability.
• Administer and optimise the use of PMO tools (e.g. Azure DevOps/ADO, MS Project, Excel, Power BI, Power Automate, Sharepoint, CoPilot etc)

• Lead on the generation of required PMO reports/insight required.
• Develop automated dashboards and reporting solutions.
• Support continuous improvement of PMO systems and processes.
• Train new users of the various applications and tools as adopted by the PMO
• Drive adoption of reporting best practices and tooling standards.
• Maintain user guidelines and drive adoption

Data Quality, Controls & Governance

• Monitor and improve data quality across Azure DevOps, ServiceNow, Power BI and connected PMO data sources.
• Design automated validation rules, exception reports, reconciliation checks and data completeness controls.
• Identify data gaps, duplicates, inconsistencies and reporting anomalies, and drive corrective action with accountable owners.
• Define portfolio data standards, field definitions, ownership, access controls and governance processes.
• Maintain reporting definitions, metric logic, lineage documentation and data dictionaries.
• Monitor and improve data quality across Azure DevOps and PMO reporting platforms.
• Establish data validation and control mechanisms.
• Identify inconsistencies, gaps and reporting anomalies and drive corrective actions.
• Support the development of portfolio data standards and governance processes.
• Maintain reporting definitions, metrics and data dictionaries.

Analytics, Planning & Decision Support

• Perform trend and variance analysis to identify emerging portfolio risks, bottlenecks and improvement opportunities.
• Support capacity planning, utilisation analysis, demand forecasting and resource decision-making.
• Develop forward-looking reporting and scenario analysis to improve planning and delivery outcomes.
• Analyse schedule, milestone, resource, financial, demand and delivery data from multiple systems.
• Present clear, evidence-based recommendations to PMO leadership and portfolio stakeholders.
• Perform trend analysis and identify emerging portfolio risks and opportunities.
• Support capacity planning and resource forecasting through data analysis.
• Develop predictive reporting models to improve planning and delivery outcomes.
• Analyse schedule, milestone, resource and financial data to support decision making.
• Provide insight-driven recommendations to stakeholders.

Integration & Workflow Automation

• Design, document and maintain automated data extraction, transformation and refresh processes.
• Integrate or orchestrate data across Azure DevOps, ServiceNow, Power BI, SharePoint, Excel and other approved enterprise platforms.
• Create robust Power Automate workflows, alerts, approvals and scheduled reporting processes that reduce manual intervention.
• Automate governance, assurance, status reporting, demand intake, action tracking and exception-management activities.
• Develop maintainable data models and reusable components, with appropriate error handling, logging and support documentation.

• Design, document and maintain automated data extraction and transformation processes.
• Integrate data from multiple project and portfolio management systems.
• Reduce manual reporting effort through workflow automation.
• Support automation of reporting, governance and assurance activities.
• Develop and maintain data models to improve reporting efficiency.

Collaboration, Adoption & Service Management

• Partner with PMO, Technology, Data, ServiceNow and delivery teams to prioritise and deliver tooling enhancements.
• Manage a clear backlog of tooling improvements, defects, automation opportunities and technical debt.
• Maintain solution documentation, process maps, operating procedures, repositories and knowledge articles.
• Provide practical support, root-cause analysis and resolution for PMO tooling and reporting issues.
• Build cross-functional capability through training, demonstrations, office hours and reusable guidance.
• Support reporting and information management processes across the PMO community.
• Ensure reporting outputs are accessible, accurate and aligned across stakeholder groups.
• Maintain reporting repositories, libraries and supporting documentation.
• Work collaboratively with delivery teams to continuously improve data capture and reporting quality.
• Train PMO Team to enable a cross functional service

AI & Intelligent Automation

Automation and AI-Enabled Reporting

• Develop and maintain automated reporting solutions using Power Automate, Power BI and other approved technologies.
• Identify and prototype responsible AI-assisted use cases for reporting, summarisation, forecasting and risk identification.
• Reduce manual effort through intelligent workflows while maintaining human oversight and auditable controls.
• Support the implementation of AI-assisted reporting capabilities.
• Reduce manual effort through process automation and intelligent workflows.

Scalable Portfolio Insights

• Design solutions that enable consistent drill-down from enterprise portfolio views to programme and project detail.
• Improve data readiness and metadata quality to support advanced analytics and future AI capabilities.
• Apply appropriate security, data access, change control and responsible-use standards to automation solutions.
• Measure solution adoption, reliability, cycle-time reduction and realised efficiency benefits.
• Explore opportunities for AI-assisted forecasting, planning and risk identification.
• Support the adoption of AI-enabled portfolio management practices.
• Contribute to AI governance, controls and responsible usage frameworks.
• Ensure portfolio data readiness to support future AI initiatives.

Continuous Improvement & Innovation

• Proactively identify and deliver improvements to PMO reporting, controls, user experience and operational efficiency.
• Evaluate emerging platform capabilities and recommend practical, supportable applications.
• Contribute to PMO transformation, tooling roadmaps and portfolio data-maturity improvements.
• Act as a hands-on champion for automation, standardisation and data-driven decision-making.
• Identify opportunities to improve PMO reporting, analytics and operational efficiency.
• Evaluate emerging technologies and recommend practical applications.
• Contribute to PMO transformation initiatives and data maturity improvements.
• Act as a champion for innovation and data-driven decision making.

Experience & Skills Required

• Minimum 7 years of relevant experience across PMO, portfolio reporting, project controls, data analytics, tooling or automation roles, including at least 4 years building or administering PMO technology solutions.
• Demonstrable experience designing and delivering portfolio and executive reporting solutions in a complex enterprise environment.
• Advanced Microsoft Excel capability, including Power Query, PivotTables, Power Pivot and complex formulas.
• Advanced Power BI experience, including data modelling, Power Query, DAX, dashboard design, row-level security, publishing and refresh management.
• Strong hands-on Azure DevOps experience, including Boards configuration, work-item customisation, queries, dashboards, permissions, process templates and reporting integration.
• Hands-on ServiceNow experience configuring or supporting workflows, forms, approvals, notifications, queues and reports; experience with demand, project portfolio or strategic portfolio processes is strongly preferred.
• Strong understanding of PMO disciplines, including governance, demand intake, stage gates, milestones, RAID, dependencies, resource planning and portfolio reporting.
• Proven experience automating reporting and governance processes using Power Automate or comparable workflow technologies.
• Experience integrating data across ADO, ServiceNow, Power BI and Microsoft 365 sources using APIs, connectors, OData, dataflows or controlled extracts.
• Ability to convert ambiguous business requirements into maintainable technical solutions and clear user stories.
• Excellent stakeholder management, facilitation, documentation and communication skills, with the confidence to challenge constructively.
• Strong analytical, troubleshooting and problem-solving capability, with rigorous attention to data accuracy and solution reliability.
• Ability to work independently, manage a tooling backlog and deliver multiple priorities in a fast-paced environment.
• Fluent in English, both spoken and written.

Nice to have:

• Experience within Financial Services or another regulated, data-sensitive industry.
• Experience working within an Enterprise PMO, Portfolio Management Office or transformation function.
• Working knowledge of SQL, Python, REST APIs, JSON, OData or advanced analytics techniques.
• Microsoft certifications relevant to Power BI, Power Platform, Azure DevOps or data analytics; ServiceNow certification is advantageous.
• Experience implementing AI-assisted reporting, Copilot-enabled workflows or intelligent automation with responsible-use controls.
• Exposure to portfolio financial management, resource forecasting, demand management and benefits tracking.
• Relevant qualifications in Data Analytics, Information Systems, PMO, Project Management, Business Analysis or a related discipline.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.