Pmo Lead

Director Projects / Operations Head

Position Summary

The Project Management Office (PMO) is responsible for driving project governance, operational excellence, and cross-functional coordination to ensure projects are delivered on time, within budget, and to the required quality standards. The PMO acts as the central control function between Sales, Design, Procurement, Production, Dispatch, Finance, and Site Teams, ensuring seamless project execution while continuously improving organizational processes and reporting systems.

Roles & Responsibilities

Project Governance

• Establish and maintain standardized project management processes.
• Ensure every project follows the approved project lifecycle.
• Conduct Project Kick-Off (KO) meetings and monitor action closures.
• Ensure project documentation complies with company standards.
• Drive accountability across all departments involved in project execution.

Project Planning & Control

• Develop and maintain project schedules.
• Monitor planned versus actual progress.
• Identify schedule slippages and initiate corrective actions.
• Maintain milestone trackers and project dashboards.

Cross-Functional Coordination

Coordinate activities between:

• Sales
• Design
• Procurement
• Production
• Dispatch
• Finance
• Site Execution Teams

Ensure all departments meet committed timelines and dependencies.

Execution Monitoring

• Review Daily Activity Reports (DAR).
• Monitor production, dispatch, installation, and project completion status.
• Ensure project updates are available for management review.
• Track pending approvals and unresolved issues.

Risk & Issue Management

• Identify project risks before they impact timelines.
• Escalate critical issues to management with mitigation plans.
• Monitor closure of escalated actions.

Material & Site Coordination

• Monitor site readiness before dispatch.
• Track production readiness and material availability.
• Monitor dispatch schedules.
• Verify material reconciliation after every dispatch.

Commercial & Billing Support

• Monitor COP status
• Coordinate submission of billing documents.
• Ensure commercial activities align with project progress.

MIS & Reporting

Prepare and maintain:

• Project Dashboard
• Project Schedule Tracker
• Dispatch Status Report
• Site Progress Report
• Risk Register
• Billing Tracker
• Material Reconciliation Report
• Delay Analysis Report
• Weekly & Monthly Management Reports

Process Improvement

• Identify process bottlenecks.
• Recommend improvements.
• Support digital transformation initiatives.
• Drive continuous improvement across project execution.

Required Competencies

Functional Skills

• Project Planning
• Project Scheduling
• Project Monitoring
• ERP Management
• Dashboard Preparation
• Excel & Data Analysis
• Documentation Control
• Risk Management

Behavioural Skills

• Leadership
• Stakeholder Management
• Communication
• Problem Solving
• Decision Making
• Time Management
• Negotiation
• Attention to Detail

Qualification

• Bachelor's Degree in Engineering, Architecture, Construction Management, or Business Administration.

Experience

• 5–10 years of experience in PMO, Project Coordination, or Project Management.
• Experience in Interior Fit-Out, Glass Partition Systems, Modular Construction, or Building Products will be preferred.

Success Profile

The PMO will be considered successful when projects are delivered with predictable schedules, minimal escalations, accurate reporting, efficient coordination between departments, timely billing, improved process compliance, and enhanced customer satisfaction through effective project governance.

Project Intake & Handover

Review project handover from Sales/Commercial and confirm scope, BOQ, drawings, specifications, client requirements, target dates and commercial commitments.

Establish a project baseline covering scope, programme, manpower, material requirements, procurement lead times, production requirements, installation sequence and billing milestones.

Capture project-specific risks, exclusions, assumptions and dependencies at project start.

Design, Drawing & Approval Control

Track shop drawings, material submittals, samples, mock-ups, method statements and client/consultant approvals.

Maintain an approval tracker covering planned submission, actual submission, comments, resubmission and final approval.

Ensure the latest approved drawings are available to Procurement, Production and Site teams.

Track technical RFIs and ensure timely closure of design issues affecting procurement or site execution.

Procurement & Material Planning

Monitor project-wise requirements for glass, aluminium profiles, hardware, sealants, gaskets, accessories, doors, shutters and related items.

Monitor long-lead materials and highlight supply risks before they affect the programme.

Coordinate supplier manufacturing status, delivery dates, shortages, rejected materials and replacement requirements.

Track material wastage, breakage and excess consumption against approved quantities.

Glass, Aluminium & Door System Coordination

Monitor readiness of glass types, thicknesses, finishes, acoustic specifications, laminated/IGU requirements and other project-specific glass specifications.

Coordinate aluminium profile fabrication, powder coating/anodizing, hardware procurement and door/shutter readiness.

Track special finishes, RAL shades, profile samples, silicone/sealant colours and mock-up approvals.

Ensure approved product/system specifications are maintained throughout execution.

Production, Dispatch & Logistics Control

Coordinate production planning based on approved drawings and site priorities.

Monitor production completion against dispatch requirements and installation sequence.

Ensure dispatch is released only after site readiness, access, storage, lifting arrangements and installation fronts are confirmed.

Maintain dispatch-wise material reconciliation, packing lists, shortages and damage/balance-material trackers.

Site Execution & Installation Monitoring

Monitor floor-wise and area-wise installation of glass partitions, doors, aluminium frames, DG doors, solid shutters, honeycomb shutters and related systems.

Track manpower deployment versus planned requirement and identify productivity gaps.

Monitor site constraints such as access, ceiling/floor readiness, MEP coordination, scaffolding, permits and other interfaces.

Track snagging, punch-list closure, inspections and handover readiness.

Quality & Inspection Control

Coordinate project ITP, Method Statements and inspection records.

Monitor critical quality checkpoints including glass dimensions, alignment, level/plumb, joints, silicone application, profiles, hardware and door operation.

Track NCRs, quality observations, rework and corrective/preventive actions until closure.

Ensure approved mock-ups and samples are maintained as execution benchmarks.

Safety & Compliance Coordination

Monitor implementation of HIRA/JSA, toolbox talks, work-at-height controls, glass handling procedures, barricading, scaffolding and PPE requirements.

Track safety observations and corrective-action closure with site teams.

Ensure compliance with client-specific EHS requirements and permit-to-work procedures.

Commercial, Billing & Cost Control

Track project value, executed value, billed value, certified value, receipts and outstanding amounts through a commercial dashboard.

Coordinate measurement sheets, RA bills, supporting documents, variations and certification with Project, Commercial and Finance teams.

Track approved/pending variations, additional works, back charges and potential commercial exposures.

Highlight major cost overruns, wastage and productivity losses.

Client & Stakeholder Coordination

Maintain a structured tracker for client/consultant decisions, approvals, commitments and pending actions.

Support Project Managers in MOMs, weekly progress updates, recovery plans and management presentations.

Escalate unresolved issues with clear impact, responsible owner and target closure date.

Project Close-Out & Handover

Track as-built drawings, warranties, test reports, inspection records, O&M documents and handover documents.

Maintain final snag/punch-list tracker and monitor closure before completion.

Track final measurement, final billing, retention, debit notes/claims and commercial close-out.

Capture lessons learned, productivity data, material wastage and recurring issues for future projects.

Digital PMO & Management Analytics

Develop standardized dashboards for progress, procurement, production, dispatch, installation, billing, risks, approvals and manpower.

Create early-warning indicators for schedule slippage, material shortages, approval delays, productivity gaps and commercial risks.

Use Excel/ERP/BI tools to convert project data into actionable management insights.

Drive standardization of project data, trackers, reporting formats and dashboards across regions and projects.

SUGGESTED PMO KPIs / SUCCESS MEASURES

Schedule adherence and percentage of projects delivered within approved baseline programme.

Critical approval, RFI and action closure within agreed timelines.

Material availability and on-time dispatch against site requirements.

Reduction in project delays, rework, material wastage and avoidable site stoppages.

Billing submission and certification achieved against planned monthly targets.

Accuracy and timeliness of weekly/monthly project MIS.

Risk and issue closure rate within agreed target dates.

Project documentation and process compliance across active projects.

Reduction in escalations through early identification and recovery actions.

Successful project handover with minimum outstanding snags and improved customer satisfaction.

PMO OPERATING AUTHORITY

The PMO shall have authority to request project status, schedules, trackers, approvals, procurement updates, production status, dispatch information, site progress, billing status and risk updates from relevant functions.

The PMO shall identify deviations from approved plans, assign action owners in coordination with functional heads, monitor closure dates and escalate overdue critical actions to the Projects/Operations Head.

The PMO is a control and coordination function and shall not replace the execution responsibility of Project Managers, Site Teams or functional departments.Role & responsibilities

Preferred candidate profile