Sr Project Coordinator - PMO Governance

8. Role Summary / Job Purpose

The Sr PMO Governance Coordinator – Process Excellence & Analytics is responsible for supporting and strengthening PMO governance through standardized processes, performance analytics, reporting, and continuous improvement initiatives. The role focuses on ensuring operational efficiency, compliance, data accuracy, and process maturity while enabling leadership with actionable insights and structured governance support

9. Key Responsibilities

• Develop, maintain, and enhance PMO governance processes, SOPs, and documentation.
• Support implementation of process excellence frameworks and continuous improvement initiatives.
• Collect, validate, and consolidate project, program, and operational data.
• Prepare dashboards, KPI reports, MIS, and performance analytics for management review.
• Monitor adherence to internal policies, ISO/CMMI standards, and governance guidelines.
• Assist in audit preparation, compliance tracking, and documentation readiness.
• Analyse resource utilization, productivity, and operational efficiency metrics.
• Coordinate review meetings, prepare agendas, minutes, and follow up on action items.
• Maintain knowledge repositories, templates, and best-practice documentation.
• Support automation, reporting tools, and workflow optimization initiatives.
• Identify process gaps, risks, and improvement opportunities and recommend solutions
• Own PMO governance compliance across assigned projects ensuring ≥95% governance adherence, timely lifecycle reviews, and audit readiness.
• Publish weekly, monthly, and quarterly portfolio dashboards, RAG status, RAID logs, executive reports, and delivery metrics with high reporting accuracy.
• Coordinate governance reviews and proactively track risks, issues, dependencies, decisions, and action closures across the project portfolio.
• Support delivery of assigned low-complexity projects from initiation through closure while maintaining scope, schedule, quality, and stakeholder expectations.
• Drive PMO maturity initiatives including governance standardization, process automation, template optimization, and lessons learned repository improvements.
• Support implementation, enhancement, administration, and user adoption of PM tools including Zoho Projects, Jira, MS Project, Power BI, and SharePoint.
• Facilitate governance forums, steering meetings, stakeholder communications, and executive reporting while ensuring timely escalation and closure of actions.
• Conduct user training, knowledge-sharing sessions, and create governance documentation to improve PMO capability and tool adoption.

10. Required Skills

Technical / Process Skills

• Process documentation and optimisation
• Governance reporting and analytics
• Quality assurance and compliance support
• Basic project lifecycle and PMO operations
• Data validation and audit coordination
• Exposure to workflow automation

Functional / Behavioural Skills

• Strong written and verbal communication
• Attention to detail and documentation accuracy
• Analytical and problem-solving skills
• Time management and multitasking ability
• Stakeholder coordination and collaboration
• Adaptability and learning mindset

11. Tools / Systems / Technical Knowledge

• MS Excel / Google Sheets (advanced formulas, dashboards, trackers)
• MS PowerPoint / Google Slides (management presentations)
• MS Word / Google Docs (SOPs, reports, templates)
• Data visualization tools (Power BI / Tableau – preferred)
• Project management tools (Zoho, Jira, MS Project, Asana, or equivalent)
• Workflow/automation tools (preferred)
• Collaboration platforms (MS Teams, Zoom)
• Knowledge management systems

12. Decision-Making Authority

• Prepares and validates governance reports and analytics independently.
• Recommends process improvements and reporting enhancements.
• Approves routine documentation, trackers, and compliance records.
• Provides analytical inputs to support leadership decisions.

13. Problem-Solving Complexity

• Handles moderate-complexity issues related to data inconsistencies, reporting gaps, and process deviations.
• Resolves governance and compliance challenges through structured analysis.
• Identifies root causes and supports preventive and corrective actions.
• Works effectively under tight timelines and evolving requirements.

14. Stakeholder Management / Influence

• Internal Stakeholders: PMO, Project Managers, Operations, Finance, HR, Quality, IT, Leadership
• External Stakeholders: Audit Partners, Technology Vendors (as required)
• Collaborates with cross-functional teams for governance alignment.
• Influences teams through reporting, compliance monitoring, and best practices.
• Primarily internal-facing role with limited external interaction.

15. Education & Certification Requirements

Mandatory

• Bachelor’s degree in business administration, Engineering, IT, Operations, or related field

Preferred

• Lean / Six Sigma / Process Improvement Certification

16. Experience Requirements

• 2–4 years of experience in PMO, governance, process improvement, or analytics roles
• Experience in reporting, documentation management, and MIS preparation
• Exposure to project management tools and dashboards
• Familiarity with ISO/CMMI or quality frameworks (preferred)
• Strong proficiency in MS Office and reporting systems