We are looking for a detail-oriented and proactive PMO Coordinator to support our Technology team in driving project execution, governance, documentation, and delivery excellence. You will work closely with Project Managers, Product Owners, Tech Leads, Finance, and cross-functional stakeholders to ensure that technology initiatives supporting our logistics and shipping operations - including tracking platforms, and integrations - are delivered on time, within scope, and aligned with business objectives.
This role is ideal for someone with around 2 years of experience in project coordination, product ownership, technical documentation, or PMO operations who enjoys structure, data, and enabling teams to deliver impactful outcomes in a fast-paced shipping/logistics environment.
Key Responsibilities
Project Coordination & Governance
• Support Project Managers and Product Owners in planning, scheduling, tracking, and closing technology projects across the logistics and shipping value chain.
• Maintain accurate project plans, RAID logs (Risks, Assumptions, Issues, Dependencies), and action trackers.
• Coordinate project meetings, including scheduling, agenda preparation, minutes of meeting (MoM), and follow-ups on action items.
• Ensure projects adhere to PMO governance frameworks, templates, and best practices.
Reporting & Documentation
• Prepare weekly, monthly, and quarterly status reports, dashboards, and executive summaries for leadership.
• Track key project KPIs such as schedule adherence, milestone completion, budget utilization, and resource allocation.
• Maintain centralized project documentation.
• Consolidate inputs from multiple project teams to provide a single source of truth on portfolio health.
Technical Writing & Documentation
• Create and maintain high-quality project documentation - BRDs, SOPs, process flows, runbooks, release notes, and user manuals.
• Translate technical discussions into clear, structured documents for both technical and non-technical stakeholders.
• Standardize templates and knowledge base articles to ensure consistency across the Tech team.
• Support Product Owners and Tech Leads in writing user stories, acceptance criteria, and product documentation.
Finance, Accounting & Invoice Management
• Track project budgets, capex/opex spend, and forecasts in coordination with the Finance and Accounting teams.
• Manage end-to-end invoice processing for technology vendors and contractors - validate invoices against POs, milestones, and SOWs; track approvals, accruals, and payment status.
• Maintain reconciliation of vendor spend, license renewals, and recurring SaaS subscriptions used by the Tech team.
• Support audit and compliance requirements by maintaining accurate financial records, supporting documents, and PO-invoice trails.
Stakeholder & Vendor Coordination
• Act as a liaison between technology teams, business stakeholders (operations, customer experience, finance), and external vendors or implementation partners.
• Coordinate with cross-functional teams to gather requirements, track deliverables, and resolve blockers.
• Support onboarding of vendors/contractors, including documentation, access management coordination, and timesheet tracking.
Process Improvement & PMO Operations
• Help define and continuously improve PMO processes, templates, and tools.
• Support resource planning, capacity tracking, and timesheet compliance for the technology team.
• Contribute to building a culture of structured delivery, transparency, and accountability within the Tech team.
Required Qualifications & Experience
• Bachelor's degree in Science, Commerce, Information Technology, Business Administration, Commerce/Accounting or a related field.
• Approximately 2 years of relevant experience in a PMO, Project Coordination, Product Owner, Business Analyst, or Program Support role, preferably in technology or logistics.
• Hands-on experience with project tracking and collaboration tools.
• Strong working knowledge of MS Office (advanced Excel, PowerPoint, Word) and reporting tools; exposure to Power BI or similar BI tools is a plus.
• Demonstrated experience in technical writing and documentation - BRDs, SOPs, user manuals, release notes, or knowledge base articles.
• Working knowledge of accounting basics, invoice management, PO-based vendor management, and budget tracking.
• Understanding of project management methodologies (Agile/Scrum, Waterfall, Hybrid) and SDLC concepts.
Skills & Competencies
• Excellent organizational skills with strong attention to detail and follow-through.
• Strong written and verbal communication skills; able to summarize complex information for senior stakeholders.
• Comfortable working with data, dashboards, status reports, and financial trackers under tight deadlines.
• Proactive problem solver with a service-oriented mindset and a sense of ownership.
• Ability to manage multiple priorities simultaneously in a fast-paced, dynamic logistics environment.
• Team player with strong interpersonal skills and the ability to build trust across business, finance, and tech teams.
Preferred (Good to Have)
• Prior experience as a Product Owner or in a product-facing role within a tech team.
• Hands-on experience writing user stories, acceptance criteria, and grooming product backlogs in Agile environments.
• Strong technical writing portfolio - sample SOPs, BRDs, user guides, or API documentation.
Key Performance Indicators (KPIs)
• Accuracy and timeliness of project status reports and dashboards.
• Adherence to PMO governance standards across tech projects.
• On-time completion of milestones and deliverables tracked by the PMO.
• Quality and turnaround time of technical documentation and product artifacts.
• Accuracy of invoice validation and on-time vendor payment processing.
• Stakeholder satisfaction with project communication, documentation, and coordination.
What We Offer
• Opportunity to work on impactful technology initiatives transforming logistics and shipping operations.
• Exposure to senior leadership, cross-functional teams, and end-to-end project lifecycles.
• A collaborative, learning-focused work environment with clear career growth paths within the PMO, Product, and broader Technology function.
• Competitive compensation and benefits aligned with industry standards.
