A deep dive into the role of a project support officer

A series exploring the different roles within the project management profession

In the world of project management, it’s easy for roles like project manager or programme director to take centre stage. However, behind the scenes, another key figure ensures that the project machine runs smoothly: the project support officer (PSO). This blog is the second in a series examining the various roles within the profession. Read the previous article: Exploring the role of a project coordinator.

What does a project support officer do?

A project support officer acts as the backbone of a project, providing essential administrative, coordination, and governance support throughout the project lifecycle. While the project manager is responsible for leading the project towards its objectives, the PSO ensures that the path is clear, structured, and aligned with best practice.

This role is especially vital in organisations that follow formal project management methodologies like PRINCE2®, where governance, process control, and communication are paramount.

Key PSO responsibilities

A common misconception is that PSOs only handle admin. In reality, project coordination duties often require a high degree of organisation, analytical thinking, and communication skills. A good PSO doesn’t just keep the project running, they proactively spot risks, offer solutions, and help project teams stay aligned.

They’re also instrumental in supporting the PMO (Project Management Office), ensuring consistency across projects and supporting inter-project communication regarding sharing lessons learned, templates, and best practice.

Though specific duties vary by organisation and project size, PSOs typically cover a wide range of functions. Some of the most common responsibilities of the PSO include:

• Document and records management: Maintaining accurate, up-to-date documentation such as risk logs, issue registers, change control logs, and meeting minutes
• Governance support: Ensuring the project adheres to established frameworks and standards, such as PRINCE2, and escalating non-compliance where necessary
• Reporting: Gathering data from team members and compiling progress reports for stakeholders and PMO leadership
• Meeting support: Scheduling, preparing agendas, taking minutes, and following up on action items
• Budget tracking: Monitoring project expenditures and supporting financial reporting
• Tool and template maintenance: Managing project management tools, templates and repositories used by the team

In essence, the PSO provides structure and continuity, two elements critical to successful project delivery.

Essential skills for a PSO

So, what does it take to succeed in this role? Here are some essential skills for PSOs:

• Organisation and time management: Managing multiple workstreams, reports, and deadlines
• Attention to detail: Ensuring data accuracy and completeness in reports and records
• Communication: Interacting with stakeholders at all levels, from project team members to senior executives
• Adaptability: Supporting changing priorities across fast-paced projects
• Understanding of project methodology: Familiarity with PRINCE2 or similar frameworks is often expected or required

Many PSOs also go on to become project managers themselves, using the experience and exposure gained in the role as a launchpad for their careers.

Project support vs project management

It’s important to recognise the distinction between project support and project management. While a project manager leads the project, makes decisions, and is accountable for success, the PSO provides the tools, processes, and support that make success possible.

Think of the project manager as the pilot of a plane and the PSO as the ground crew. They may not be in the cockpit, but without them, the plane doesn’t take off.

The value of the PSO

A well-supported project is a resilient one. PSOs bring structure, clarity, and governance to every phase of the project, helping teams stay on course even when challenges arise. As organisations increasingly recognise the importance of governance and consistency across portfolios, the role of the PSO has never been more crucial.

If you’re new to project management and want to learn more about how PRINCE2 can support you in your role, find out more about our training options.