PMO Coordinator

9 months ago

Mumbai, India Link Group Full time

**Overview**

PMO encompasses Portfolio, Programme and Project Management Offices. The PMO Coordinator role oversees the administration needs of projects and programmes to support overall governance and effective performance management. They are responsible for supporting a common set of best practices, principles and templates for managing projects as well as tracking and reporting on Programme projects. The role is primarily to improve the planning and delivery process by collecting and maintaining data in a consistent form and coordinating the core PMO functions including planning, reporting, change control, document management & resource demand management.

**Key Accountabilities and Main Responsibilities**
- Assist the PMO Manager by co-ordinating Programme/Project activitie for the APAC & EMEA Portfolios.
- Organise (and schedule) Programme meetings with Executive Boards, Steering Groups, Project Managers and other Programme stakeholders.
- Support in preparation of materials for meetings stated above and ensure distribution in a timely manner.
- Assist the PMO Manager in collating and quality assurance of weekly Programme status reports.
- Regularly update programme risks, assumptions, issues and dependencies (RAID) logs.
- Support PMO Manager with Programme and Project Health Checks.
- Maintain PMO documentation and knowledge management across all PMO systems, processes and platforms (including SharePoint and PPM tool) and champion best practice.
- Coordinate collection of feedback from the business in relation to PMO products/services e.g. PPM platform, SharePoint, project templates and governance processes.
- Day-to-day management of PMO platforms (SharePoint and PPM tool) including communications and coordinating system upgrades/enhancements.
- Day-to-day management and ownership of the Central PMO Mailbox.
- Support the PMO Manager with Programme resource management and benefit tracking, including maintaining a Programme benefits register.
- Attend and provide administrative support for programme/project meetings/workshops as required and collate action points.
- Support with all Programme/Project management administration tasks e.g. archiving projects/programme files.
- Support PMO and Programme managers with the on-boarding process for new staff members.
- Take minutes at meetings and capturing decisions, actions and RAIDs, ensure follow up against actions and update PMO systems (SharePoint, PPM tool) accordingly.
- Act as a reference point for PMO queries and information and be an advocate for project best practice.
- Maintain processes to ensure project management documentation, reports and plans are accurate and complete Coordinate event booking including training / travel / accommodation for the Programme team as required.

**Experience & Personal Attributes**
- Preferably educated to Degree level or holds a relevant professional qualification.
- Administration Experience, esp. with Word, Excel & Outlook.
- Diary Management Experience.
- Effective Relationship Management, experience with working and establishing relationships at all levels within an organisation and third parties.
- Familiar with the project development life-cycle, methodologies and general project management.
- Be an excellent communicator at all levels both verbally and in writing.
- Excellent Organisational & time management skills.
- Enthusiastic attitude, discipline and approach.
- Can demonstrate independent working. Ability to work under pressure with a view to attaining monthly targets.

Desirable:

- Experience of working in a project environment including any of the following: Programme Office, Project Office, Programme Support, Programme Administration, Project Administration or similar.
- Coordinating and updating project/programme plans.
- Microsoft Packages - SharePoint, MS Project.
- Change Management experience.

Link Group is a leading fund administration and share registry specialist. We are a market leading provider of technology-enabled administration solutions, continually developing our offerings to expand with our clients' needs. Since our inception, Link Group has been entrusted by clients to handle sensitive data in a secure and confidential manner. Our core businesses of fund administration and securities registration are complemented by our expertise in digital solutions and data analytics.

Our HUB in Mumbai has people working from state-of-the-art premises and plays a strategic role by providing operations processing and technology services and support, for Link Group businesses across the globe. We are rapidly growing our Mumbai team to build greater capability within the organisation, and provide specialised local services supported by the strength and scale of Link Group’s global operations and knowledge base.

Link Group is building a dynamic, client focused, caring and inclusive culture that is built on the foundations of an entrepreneurial spirit, effective risk management, empathy and

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