Work Location and Language

We are open to candidates anywhere in Canada, with a preference for the Greater Montreal Area. If you are in Montreal, we ask you to come into the office occasionally. There are no fixed in-office days. Remote team members are welcome in any of our offices whenever they want. French is an asset, not a requirement.

Why This Role Exists

Our PMO is going from a handful of large projects to many projects running at the same time. This is a net-new role that exists to make that work at scale: one set of planning standards, one always-current portfolio view, and plans that get pressure-tested before a problem reaches a client.

You will own project governance and project operations for the PMO behind Nesto Cloud, our B2B mortgage technology platform. Day to day, that means project portfolio management, plan quality reviews, resource and capacity planning, and automating the reporting nobody should be doing by hand. Wrike is our PPM tool, and you will be the person who knows it best.

This PMO Operations Lead position is a functional, enabling role, reporting to our Director of PMO. You will not manage Project Managers, own client relationships, or make scope and delivery decisions. Your impact comes from raising the quality and consistency of how every project runs, and from giving Project Managers their time back for delivery and client work.

What Success Looks Like

• New projects are set up in Wrike with the standard structure within days of kickoff, not weeks.
• Leadership has a reliable portfolio view without chasing Project Managers for status.
• Resourcing conflicts and timeline risks get caught before they become client-facing.
• Time Project Managers spend on reporting and admin drops measurably, freeing bandwidth for delivery and client relationships.

What You Will Be Doing

1. Define and Deploy Our Standards and Templates

• Own and maintain a single set of planning/reporting templates used across existing and future projects (status reports, RAID logs, phase-gate checklists).
• Define and improve our standard way to use project management tools (Wrike, for instance). Ensure every new project is set up in the project management tools using the standard structure from kickoff, not retrofitted later.
• Version-control template changes so updates roll out consistently, rather than each PM customizing their own copy.
• Deploy new standards with a change management plan rather than an announcement: who is affected, what changes for them, when it takes effect, and how you confirm adoption.

2. Wrike Expertise & Plan Reviews

• Act as the internal Wrike expert: folder/project structure, custom fields, dependencies, workflows.
• Run a recurring review cadence across all active project plans in Wrike, rather than waiting for PMs to escalate.
• Flag structural issues directly to PMs: missing dependencies, unrealistic timelines, tasks without owners, stale statuses.

3. Plan Challenge & Quality Control

• Review each PM's plan with a critical eye before it goes external or before a phase gate: Is the sequencing realistic? Are risks logged? Are assumptions documented? Then advise the PM based on what you find.
• Constructively challenge plans that look optimistic or incomplete. This is the governance dimension of the role, and it requires buy-in from all PMs to have real impact.
• Surface patterns across projects (e.g., multiple projects assuming the same specialist is available in the same week).

4. Cross-Project / Portfolio Visibility

• Maintain a single rolled-up view across all active projects showing status, key risks, and resourcing load per PM.
• Identify resourcing conflicts and timeline collisions before they land on a PM's plate.
• Prepare the portfolio-level summary to support the PMO Director.

5. Automation

• Identify manual, repeatable reporting tasks (status roll-ups, RAID consolidation, plan-vs-actual tracking) and automate them via Wrike workflows, dashboards, or lightweight scripting/Zapier-style connectors.
• Apply automated setup to each new project at kickoff, rather than rebuilding manually each time - so adding a 4th or 5th project doesn't add proportional admin load.
• Build early-warning triggers (e.g., task overdue X days, dependency at risk) rather than relying on manual review to catch drift.

What You Bring

• 8+ years of professional experience, including 5+ years hands-on in project or program management.
• A project operations or PMO background. You have owned and configured a project portfolio management (PPM) tool like Wrike - structures, custom fields, dependencies, workflows - not just worked inside one.
• A process and automation instinct. You spot the repeatable task and systematize it instead of redoing it by hand, and you've built that kind of automation with AI.
• Confidence and willingness to tell a Project Manager their plan has a gap, with the judgment to distinguish real risk from noise.
• Structured communication. You can roll several projects into one clear view for leadership without losing the detail that matters.
• Comfort working across teams without formal authority. You have influence over plan quality, not command over people.
• Experience using AI tools (Claude, Gemini, etc.) to improve or streamline your work and workflows.
• Change management experience. This role introduces standards other people have to adopt, so you have rolled out a new process or tool before and know the difference between announcing it and getting it used.
• Facilitation skills. You run workshops and retrospectives where people say what they actually think, and you leave with decisions rather than notes.

Nice-to-Have

• Project management credentials & methods: PMP (Project Management Professional) and Certified ScrumMaster (CSM) and/or other agile PM certifications.
• Experience working with financial institutions, mortgage or lending technology, or regulated B2B environments.

This Role Might Fit You If

• You create clarity in ambiguous situations without waiting for a playbook.
• You like building structure from scratch and leaving things more organized than you found them.
• You get satisfaction from making other people's work easier, not from owning the outcome yourself.
• You learn fast and enjoy having a lot to absorb at once.
• You are comfortable presenting to senior stakeholders.
• You can shift priorities without losing momentum.

What This Role Is Not

• It is not a role with an existing playbook. We are building our processes while delivering major initiatives, so the documentation you want will often be the documentation you write.
• It is not a slow-paced role with clear departmental boundaries. Scope moves and you will work across teams that do not report to you.

Interview Process

• Recruiter Screen (30 min): An intro call to learn about your background and give you a real picture of the role.
• Discovery Call (30 min): A conversation with the hiring manager to dig into your experience and assess mutual fit.
• Take-Home Assignment / Case Study: A chance to showcase your skills through a practical exercise relevant to the role.
• Case Study Interview (45 min): A deep dive into your submission, with time to get to know some team members and ask about the role and company.
• Final Interview (60 min): You'll meet with the recruiter and two additional stakeholders for a final conversation before a decision is made.
• Offer Stage: Pending successful background, criminal, and reference checks, you'll receive a formal offer to join the team.

What We Offer

• Comprehensive Health Coverage: Top-tier extended health, dental, and vision coverage, featuring 100% drug coverage.
• Health & Wellness Spending Account: A $1,500 combined annual flex fund for things like gym memberships or extra medical needs.
• Generous Paid Time Off: 4 weeks of vacation plus 8 personal floater days.
• Retirement Savings: Access to a group RRSP/DPSP plan featuring competitive company-matching contributions.
• Telemedicine Services: Access via Dialogue and coverage for licensed practitioner services.
• Family Support: Robust Maternity and Parental Leave Top-Up programs.