Job Description
The PMO Project Coordinator supports PMO project delivery by maintaining audit-ready project governance records and controls that enable implementation support efforts. The PC captures and documents meeting outcomes using approved templates, identifies and logs Risks, Action Items, Issues, and Decisions (RAIDs), and drives delivery traction through disciplined follow-up, reminders, and escalation support. The PC administers the project repository and governance artifacts as the source of truth, applies documentation quality assurance and version control standards, and ensures evidence is consistently stored and retrievable to meet audit-ready requirements at all times. Responsibilities: Program & Project Leadership Maintain milestone trackers, deliverable lists, correspondence logs, and agenda topic trackers aligned to the integrated plan Create project SharePoint sites using approved templates Create project Smartsheet workspaces/trackers (e.g., RAID logs) Create project-specific meeting notes templates from PMO standards Team Leadership & Resource Management Collect status updates and confirm owners and due dates Send reminders and follow up to drive action closure Escalate blockers to the PM with context and recommended next steps Stakeholder & Client Management Draft meeting notes that summarize intent and final direction (not a transcript) Capture decisions, actions, owners, due dates, and follow-ups in notes and RAID tables Request leadership review/approval before broader distribution Distribute approved meeting notes and RAID tables within 1 business day Delivery Oversight & Risk/Issue/Change Management Log risks, issues, actions, and decisions in approved RAID trackers and fill all required fields Review and update RAID logs at least weekly Follow up on overdue actions and send reminders for upcoming due dates Coordinate risk review sessions Track change requests and approvals Governance & Documentation Controls File meeting notes, approvals, and supporting artifacts in the project SharePoint repository as the source of truth Apply naming conventions, version control, and folder standards to keep outputs audit-ready Perform documentation QA checks (completeness, correct template, approvals captured, traceable links) Maintain evidence so it is retrievable quickly for audits or leadership requests Continuous Improvement & PMO Capability Building Identify recurring governance or documentation defects and propose improvements Update reusable checklists, templates, and how-to guidance Share lessons learned with the team to strengthen consistency Skills: Write clear, concise, intent-focused meeting documentation Apply strong attention to detail and quality control Use SharePoint and trackers with disciplined organization and version control Escalate professionally using facts and evidence Requirements: Bachelor’s degree in related field or equivalent combination of education and experience. CAPM or PMP preferred. 3–5 years relevant experience (PMO governance, project coordination, documentation control, or regulated delivery support)