PMO Coordinator

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

Strategic Focus

• Assist the PMO Manager by co-ordinating Programme/Project activities for the APAC & EMEA Portfolios.
• Organise (and schedule) Programme meetings with Executive Boards, Steering Groups, Project Managers and other Programme stakeholders.
• 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.

Operational Management

• 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.
• 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.
• Support PMO Manager with Programme and Project Health Checks.
• 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.
• Day-to-day management of PMO platforms (SharePoint and PPM tool) including communications and coordinating system upgrades/enhancements.

People Leadership

• Collaborate with project managers, team leads, and other stakeholders to ensure effective governance of all projects
• Communicate status and potential issues to relevant parties.
• May be involved in recruitment, training, and development of technical staff.

Governance & Risk

• Regularly update programme risks, assumptions, issues and dependencies (RAID) logs.
• Identify potential bottlenecks, conflicts and report any dependencies.
• Manage and report resource conflicts and ensure optimal resource utilization.

The above list of key accountabilities is not an exhaustive list and may change from time-to-time based on business needs.

Experience & Personal Attributes

• At least 4-6 years of relevant experience within a PMO/Project Management Environment
• 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.
• Ability to apply innovative thinking to problem solving. Require the individual to be proactive, detail oriented and have demonstrable experience working within a structured project environment.
• IT literate in Microsoft Office applications (Word, Excel, Project and PowerPoint) are essential.
• 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.
• Resource Management/Change Management experience.

MUFG Pension & Market Services is a global, digitally enabled business that empowers a brighter future by connecting millions of people with their assets – safely, securely and responsibly.

Through our two businesses MUFG Retirement Solutions and MUFG Corporate Markets, we partner with a diversified portfolio of global clients to provide robust, efficient and scalable services, purpose-built solutions and modern technology platforms that deliver world class outcomes and experiences.

A member of MUFG, a global financial group, we help manage regulatory complexity, improve data management and connect people with their assets, through exceptional user experience that leverages the expertise of our people combined with scalable technology, digital connectivity and data insights.

Our MUFG Corporate Markets division provides clients with a comprehensive corporate market offering that connects issuers to their stakeholders. Our uniquely integrated range of corporate markets capabilities includes shareholder management and analytics, stakeholder engagement, share and unit registry, employee share plans, and digital and print communications. We also offer company secretarial support, as well as various specialist offerings such as insolvency solutions. We operate in twelve countries throughout Australasia, Asia, Africa, the Middle East, United Kingdom and Europe.

Our teams combine a wealth of industry experience with a rigorous focus on client management to deliver a premium service underpinned by market leading digital technology provided by our Technology division.

MUFG Pension & Market Services 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 trust, and underpinned by its core values.

We are an inclusive employer whose people work collaboratively. We encourage, support and value the various talents and perspectives of our people and promote a flexible and blended work environment where our people can thrive and their wellbeing is supported. We know that diversity drives better client outcomes, continuous improvement, and growth. Be part of the MUFG Pension & Market Services journey and together we will achieve our full potential.

We treat all individuals fairly and equitably and do not discriminate on the basis of diverse characteristics including, but not limited to gender, gender identity, sexual orientation, age, ethnicity, cultural background, physical abilities/disabilities, religious or political belief, marital or family status or carers responsibilities.

Candidates must have the relevant work rights to be considered for an opportunity at MUFG Pension & Market Services. Successful applicants will be required to complete background screening prior to commencement of employment.