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Program Management Office Coordinator

2 months ago

Elgin, United Kingdom eTeam Full time

Duration: 12 Months


Duties Include:


• Project Governance:

o Support the implementation of Programme/Project Governance.

o Develop tiered reporting structure and ensure good communication, information flow and escalation routes.

o Compile reports and presentations which follow the tiered governance structure i.e. A3’s and SteerCo decks.

o Manage Teams and IA SharePoint folder file structure and access.

o Document Control in line with client standards and audit compliance.

o Develop workstream structure and tracking.


• Project Controls:

• Point of contact and work alongside external Project Controls consultant.


o Schedule

 Assist in the development of project plans, timelines, and milestones.

 Flag programme risks which are raised through the tiered governance structure.


o Risk

 Assist in identifying project risks and issues which are raised in tiered governance structure.

 Track the resolution of issues and updating risk registers.


o Cost

 Support Programme Manager and Project Managers on cost reporting and management.

 Ensure information flow between suppliers, consultants and project team.


o Change Management

 Develop scope change register for each project.

 Work with package leads and stakeholders to identify scope changes early.

 Document scope changes and outcome.


• General:

o Facilitate communication between project teams and stakeholders.

o First point of escalation for project team.

o Develop Programme/Project calendar to ensure correct representation

o Coordinate project meetings, workshops, and presentations.

o Track resource allocation, availability and annual leave to optimise project efficiency.

o Schedule meetings and Zoom calls on behalf of project team

o Attend project meetings and recording minutes / update action trackers

o Compile data and generate regular reports for project stakeholders.

o Develop audit schedules, track and communicate learnings/findings.

o Work with Programme/Project manager to record progress – images and video


• Commercial Admin:

o Implement Purchase Order system for Programme/Project Managers can review and approve prior to Coupa approval.

o Process requests to; create, amend and maintain Purchase Orders on COUPA for projects.

o Issue resolution for any PO issues.

o Run detailed monthly SAP reports in agreed reporting format.

o Lead Asset Under Construction process at the close-out stage of projects

• Travel to site in line with duties as and when required


You will be successful in this role if you;

• Have the ability to work well within a team as well as the ability to make effective decisions and thrive in situations where they can solve problems.

• Work alongside both internal and external partners to achieve individual and shared outcomes.

• Have a Desire to be proactive and create a positive experience for others.


Skills:

• Have validated IT skills as you are going to be responsible for management reporting systems

• Ability to collaborate and coordinate with cross-functional teams.

• Excellent verbal and written communication skills for effective interaction with project teams and stakeholders.

• Strong organisational skills to manage multiple tasks and projects simultaneously.

• Meticulous approach to project documentation and data management.

• Experience of utilising a range of computer packages including Microsoft Office and SAP as well as open to learning new packages

• Ability to use initiative when required.

• A flexible approach to work and an ability to work under pressure.

• Self-confident and self-motivated.