Planning - PMO

Position Title

PMO Planning

Department

Project Management Office (PMO)

Reporting To

Head PMO / Project Director / Regional PMO Manager

Location

Corporate Office / Project Management Office

Job Summary

The PMO Coordinator will provide centralized support to multiple projects by managing planning, coordination, reporting, documentation, and project governance activities. The role acts as the backbone of project execution, ensuring seamless communication between stakeholders, timely reporting, schedule tracking, risk monitoring, and overall project administration.

The ideal candidate should possess strong project coordination, planning, MIS reporting, and stakeholder management skills, with the ability to support multiple ongoing projects simultaneously.

Key Responsibilities

Project Planning & Tracking

• Assist project teams in developing and maintaining project schedules and trackers.
• Monitor project milestones, deliverables, and timelines across multiple projects.
• Consolidate project progress updates and identify schedule variances.
• Support preparation of recovery plans and action trackers for delayed activities.

Project Coordination

• Coordinate with Project Managers, Planning Engineers, Design Teams, Procurement Teams, Consultants, and Contractors.
• Facilitate communication between internal and external stakeholders.
• Schedule and organize project review meetings, steering committee meetings, and management reviews.
• Track action items and ensure timely closure.

MIS & Reporting

• Prepare weekly, monthly, and quarterly project status reports.
• Develop dashboards, KPI reports, and management presentations.
• Consolidate project data from various teams for leadership reviews.
• Maintain project performance metrics and reporting standards.

Documentation & Governance

• Maintain project records, meeting minutes, approval logs, and project documentation.
• Ensure compliance with PMO processes, templates, and governance requirements.
• Manage document control and version management for multiple projects.
• Support audits and internal compliance reviews.

Risk & Issue Management

• Track project risks, issues, and dependencies.
• Maintain risk registers and escalation logs.
• Follow up with stakeholders on mitigation and resolution plans.
• Escalate critical concerns to PMO leadership.

Resource & Budget Support

• Assist in resource planning and manpower tracking.
• Support budget tracking, cost reports, and project forecasts.
• Monitor project expenditure against approved budgets.
• Coordinate with finance and procurement teams for project-related updates.

Leadership Support

• Prepare executive summaries and management presentations.
• Support decision-making through data analysis and project insights.
• Provide administrative and operational support to project leadership.

Required Qualifications

• Bachelor's Degree in Engineering, Architecture, Construction Management, Business Administration, or related discipline.
• MBA / PGDM in Operations or Project Management preferred.
• Certification in PMP, Primavera P6, MS Project, or Project Management methodologies will be an advantage.

Experience

• 3-8 years of experience in PMO, Project Coordination, Planning, Project Controls, or Project Management support.
• Experience supporting multiple projects concurrently.
• Experience in Real Estate, Construction, Infrastructure, Engineering Consultancy, or PMC environments preferred.

Technical Skills

• Strong proficiency in MS Excel, PowerPoint, and Word.
• Working knowledge of Primavera P6 and MS Project.
• Experience with project dashboards and MIS reporting.
• Knowledge of Power BI, SharePoint, Smartsheet, or similar PMO tools is desirable.
• Understanding of project lifecycle management and governance frameworks.

Key Competencies

• Excellent coordination and stakeholder management skills.
• Strong analytical and reporting capabilities.
• Exceptional organizational and multitasking abilities.
• Attention to detail and problem-solving mindset.
• Effective communication and presentation skills.
• Ability to work in a fast-paced, multi-project environment.
• Strong follow-up and execution focus.

Key Performance Indicators (KPIs)

• Timely submission of project status reports and dashboards.
• Accuracy and completeness of project data.
• Closure rate of action items and escalations.
• Adherence to PMO governance standards.
• Stakeholder satisfaction and response timelines.
• Effectiveness in supporting multiple project teams simultaneously.

Preferred Industry Background

• Real Estate Developers
• Project Management Consultancy (PMC)
• Construction & Engineering Companies
• Infrastructure Development Projects
• Corporate PMO Functions