PMO Specialist/Project Coordinator

About the role

We are seeking a driven PMO Specialist / Project Coordinator to provide hands-on support to Project Managers across Malaysia and China. The role is designed to strengthen day-to-day project execution by keeping plans, actions, risks, dependencies, decisions and reporting accurate and current. This is not a passive administrative PMO position. The successful candidate must be comfortable following up persistently, challenging incomplete information, identifying slippage early, coordinating across countries and ensuring that actions are driven to closure.

Key responsibilities

• Support Project Managers in maintaining project plans, milestones, workstream status, dependencies, actions and required governance artifacts.
• Actively follow up with workstream owners, technical leads, vendors and stakeholders to obtain updates and close overdue actions.
• Identify schedule slippage, missing dependencies, resource constraints or unresolved decisions and bring them to the PM early.
• Provide additional coordination support during critical milestones such as planning, testing, cutover, go-live or major management reviews.
• Maintain project RAID logs covering risks, assumptions, issues and dependencies, ensuring clear owners, due dates, mitigation actions and escalation status.
• Maintain action trackers and decision logs; challenge vague actions, repeated postponement and missing ownership.
• Prepare governance meeting agendas, pre-read materials, minutes, decisions and action summaries; track follow-up to closure.
• Consolidate status from multiple Malaysia and China projects into clear weekly/monthly management reporting and dashboards.
• Support tracking of project budgets, purchase orders, commitments, forecasts and actuals where applicable and flag material variances.
• Improve PMO templates, dashboards, trackers and reporting processes to increase transparency and reduce repetitive manual work.

About you

• 3-7+ years of experience in PMO, project coordination, project governance, project-management support or a related delivery role.
• Demonstrated experience supporting multiple Project Managers or concurrent projects, ideally in manufacturing, engineering, IT, automation or digitalization environments.
• Strong working knowledge of RAID, milestone/action tracking, governance, change control, project reporting and basic resource/financial tracking.
• Highly proactive and persistent follow-up style; comfortable challenging incomplete information and escalating overdue actions professionally.
• Strong analytical, organizational and attention-to-detail skills with the ability to maintain accurate project data under time pressure.
• Strong Excel and PowerPoint skills; working knowledge of MS Project, Jira, Confluence, Power BI, SharePoint, Smartsheet or similar tools is advantageous.
• Strong written and spoken English and ability to coordinate effectively across Malaysia and China.