PMO Coordinator

The PMO Coordinator provides administrative, operational, and project coordination support to the Regulatory Service Area and other PD&E teams as needed. Working with moderate supervision, this role coordinates routine project support to ensure they run smoothly and efficiently. Through strong organization, attention to detail, and a customer-focused approach, the role supports service area leaders and project teams.

KEY RESPONSIBILITIES

Operations and Project Support

• Enter approved project information into the project ERP and complete assigned time-recording activities accurately and within required deadlines.
• Support the resource-planning process by gathering availability information, maintaining planning tools, scheduling discussions, and highlighting identified gaps to project and operational leaders.
• Support the implementation of approved operational changes by updating trackers, coordinating activities, and communicating agreed actions.
• Coordinate routine day-to-day administrative activities for assigned leaders, following agreed priorities, procedures, and service expectations.
• Support Team Leads by following up on routine outstanding items and escalate discrepancies or exceptions to the responsible project or finance contact.
• Coordinate calendars for assigned leaders using established priorities and scheduling guidance, referring significant conflicts or sensitive scheduling decisions to the relevant leader.
• Serve as an initial point of contact for external stakeholders (where deemed appropriate), respond to routine inquiries using approved information, and direct complex, sensitive, or technical matters to the appropriate team member.
• Assist with creating or editing PowerPoint presentations (e.g., formatting slides, adding visuals, or ensuring consistency).
• Compose and edit internal and external routine correspondence and documents, including emails, meeting minutes, memorandums, and other key documents.
• Identify minor opportunities to improve routine administrative and office processes, share recommendations with the line manager, and support implementation of approved changes.
• Coordinate with relevant PD&E, PLG, Commercial Operations, Finance, HR, IT, and facilities contacts to complete assigned activities and resolve routine administrative matters, to include request of and facilitation of Intercompany work orders.
• Handle sensitive information with the highest level of confidentiality, judgment, and discretion.
• Perform other duties and responsibilities as assigned.

KEY COMPETENCIES

• Excellent organizational and planning skills
• Strong attention to detail
• Effective communication and stakeholder management
• Customer-service mindset (internal and external customers)
• Ability to manage multiple priorities simultaneously
• Strong administrative and coordination skills
• Adjusts effectively to changing priorities and business needs
• Takes initiative, anticipates needs, and follows through independently
• Proficiency with Microsoft Office applications (Outlook, WORD, PowerPoint, Teams, etc.)
• Experience in project activities, timelines, and communications to support successful delivery
• Experience in Life Sciences or Client Services organization(s)
• Experience working in geographically diverse organizations
• Ability to work independently and proactively
• Must be able to work between 9:00 am – 5:30 pm CET