Pmo Executive

this is sample JD Below is a complete, structured, professionally written Job Description (JD) for a PMO (Project Management Office) Operations & Governance Specialist, covering all the tasks you listed.

This JD is suitable for hiring an individual who will run PMO operations for delivery, people governance, timesheets, onboarding, exits, HR coordination, and reporting.

Job Description: PMO Operations & Governance Specialist

Role Type: Full-time | Onsite | PMO Delivery Governance

Location: Bangalore

Reports To: PMO Lead / COO Office / Delivery Leadership

• Role Overview

The PMO Operations & Governance Specialist will be responsible for driving end-to-end operational governance, ensuring process adherence, timely reporting, and smooth coordination across delivery, HR, finance, and BU leadership.

This role ensures timely timesheet compliance, structured onboarding and exit processes, standardized dashboards, and operational hygiene across all business units.

Key Responsibilities

1. Timesheet Management & Governance

• Ensure 100% timesheet compliance across all teams and projects.

• Timesheet Filling:

• Ensure all timesheets are filled by Friday every week.

• Timesheet Approvals:

• Ensure all approvals are completed by Monday/Tuesday of the following week.

• Monthly Target:

• Ensure all timesheets are approved by 3rd of every month for the previous month.

• Reconciliation of Vega and ServiceNow timesheets.

• Publish Weekly Timesheet Approval Pending Report.

2. Leave Management

• Track and highlight employees going on long leaves without prior approval.
• Publish Weekly Leave Data Report at BU / Manager / Project level.
• Monitor leave patterns and flag risks to delivery leadership.

3. Onboarding Management

• Publish Weekly Onboarding Report with BU & Manager mapping.
• Act as a buddy for all new joiners for the first 3 months.
• Conduct Weekly Pulse Checks with all new joiners up to 90 days.
• Coordinate:
  
  Laptop Allocation
  
  Email ID Creation
  
  Seat Allocation
  
  Tool Access & Setup
• Manage all additional onboarding hygiene tasks.
• Liaise with HR, IT, Admin, Delivery for smooth onboarding experience.

4. Exit Management

• Publish Weekly Exit Report (BU-wise / Manager-wise).
• Coordinate with HR for completion of all exit checklists.
• Track:
  
  Last working day
  
  Knowledge transfer completion
  
  Laptop & asset return
  
  Exit interview scheduling
• Ensure process adherence and closure.

5. Operational Hygiene & People Governance

• Track and trigger all members whose appraisals are due in current quarter.
• Coordinate closely with HR to ensure:
  
  Appraisals completed on time
  
  No pending cases
• Monitor if regular reviews (1:1s, performance check-ins) are happening.
• Ensure all members have defined KPIs in place.
• Prepare and publish:
  
  Quarterly Pulse Check Report
  
  Quarterly Consolidated Feedback Report

6. Resource & Allocation Reporting

• Publish Weekly Resource Allocation Report
  
  (resource vs project vs manager, billability).
• Maintain updated view of:
  
  Billable / Non-Billable
  
  Bench Allocation
  
  Utilization trends

7. Risk Management

• Maintain and publish the Monthly Risk Register across projects.
• Highlight new risks, owner, timeline, mitigation plan.
• Flag operational delivery risks to leadership.

8. Asset Management

• Coordinate with IT team for asset allocation & return.
• Maintain updated Asset Inventory for all allocated laptops and equipment.
• Publish monthly Asset Report.

Reporting & Dashboard Responsibilities

Weekly Reports

• Onboarding Report
• Timesheet Approval Pending Report
• Leave Report
• Exit Report
• Resource Allocation Report

Monthly Reports

• Monthly Hours Billed vs Available Hours
• Appraisal Completion Report
• Billable vs Non-Billable Report
• Asset Report
• Timesheet Reconciliation Report (Vega vs ServiceNow)
• Monthly Risk Register

Quarterly Reports

• Quarterly Pulse Check Report
• Quarterly Consolidated Feedback Report

Key Skills & Competencies

• Strong governance and process orientation
• Excellent follow-up and coordination skills
• Strong communication (written and verbal)
• Ability to work with HR, Delivery, IT, and Finance
• Strong Excel, Google Sheets, and dashboarding
• Knowledge of PMO operations
• Strong attention to detail
• High urgency and accountability

Preferred Experience

• 37 years in PMO / Delivery Operations / HR Operations
• Experience in IT services / consulting environments
• Experience working with multi-BU and multi-region operations
• Comfortable with executive-level reporting

Behavioral Expectations

• High discipline
• Strong ownership
• Process-driven mindset
• Ability to work with strict weekly cadences
• Confidentiality and stakeholder maturity