Project Management Office Specialist

PetroChoice   •  

Fort Washington, PA

Industry: Energy & Utilities


5 - 7 years

Posted 36 days ago


The Project Management Office Specialist supports the Project Management Office (PMO) by planning and assuring delivery of both strategic and operational projects. This is a cross-functional position which provides an opportunity to work with business content experts throughout the organization on a wide range of initiatives that will enable the organization to achieve its vision.

As a part of the PMO intake process, the PMO Specialist works with business leaders to define a project charter and detailed project plan. The PMO Specialist then supports project execution by liaising regularly with project team members and division heads to ensure that projects are meeting expectations with regard to scope, timeline, budget, and resources and by monitoring any potential risks or quality issues. Lastly, the PMO Specialist promotes a project management center of excellence by incorporating best practices/ lessons learned from completed projects into the company's PMO toolkit and by teaching non-PMO associates proper project management techniques.

The ideal candidate for this position is a multi-tasker with prior project management experience and who is familiar with MS Project. This candidate should have an ability to build rapport/ consensus quickly and demonstrate a sense of urgency regarding schedules and budgets.


Essential duties and responsibilities of the PMO Specialist include but are not limited to the following. The Company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time. All work is to be completed with minimum supervision and in accordance with Company standards. Other duties may be assigned.

  • Support project design by guiding business leaders through the project charter template and by developing a project plan that meets the charter objectives with regard to scope, timeline, budget, and resources
  • Coordinate as required with project teams to monitor project adherence to plan (using MS Project and/ or other project management software, as well as PMO templates), implementing change control processes where scope, timelines, budgets, and/ or resources are impacted and/ or where risks or issues are identified
  • Ensure that project quality standards for processes and deliverables are known and followed, obtaining required approvals from project sponsors
  • Conduct project after-action reviews and submit lessons learned to the best practices repository
  • Act as the project management subject-matter expert on assigned projects and support broader company training objectives with regard to project management
  • Participate in standing PMO roundtable discussions to share status, concerns, and best practices with other team members; prepare and present updates to Senior Management, as required


To perform the job successfully, an individual should demonstrate the following competencies:

  • Organization Skills – Is systematic with regard to evaluating project status and is able to balance key dimensions of project status (e.g., schedule, budget, resources, etc.) against one another
  • Sense of Urgency – Shows concern for meeting timelines, budgets, and resource constraints
  • Judgment – Able to make and defend decisions (e.g., regarding project quality standards); makes timely decisions exhibiting sound rationale, includes appropriate people in decision-making processes, and supports decisions with facts and data
  • Accuracy – Ensures that complete and comprehensive information has been received and vetted to correctly convey divisional and corporate status to the overall Strategic Plan
  • Dependability – Takes responsibility for own actions and adheres to deadlines; requests and offers help, as needed
  • Analytical – Able to structure project deliverables and tasks based on conveyed objectives; gather and interprets data required to make project decisions, complementing these with intuition and experience to develop meaningful recommendations
  • Problem Solving – Able to review projects which are behind plan and make recommendations regarding time, budget, and/ or resource allocation; understands when to escalate issues to superiors and/ or divisional leadership
  • Oral Communication – Speaks persuasively to project resources; is comfortable presenting challenging findings to groups; listens well and requests clarification, when required; responds to requests promptly and professionally
  • Written Communication – Captures information using PMO templates; oversees written communication from the PMO to divisional stakeholders, as required
  • Interpersonal – Builds rapport quickly at multiple management levels; is flexible with regard to changing priorities, instruction, and/ or stakeholders; respects confidentiality of sensitive information; remains open to others' ideas and tries new things; keeps emotions under control.
  • Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
  • Ethics – Treats people with respect; honors commitments; inspires the trust of others; upholds organizational values.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Bachelor's degree (BA/ BS) from an accredited four-year College or University and 5+ years' related experience and/ or training; or equivalent combination of education and experience. PMP certification or prior experience using the PMI PMBOK framework will be a strong advantage.


Ability to create, update, and review detailed project plans, as well as the ability to assess the associated deliverables that are produced in the execution of those plans. Ability to understand and respond to all communication pertaining to project execution from all management levels.


Ability to apply basic mathematical concepts to calculate performance against project budgets and timeline (e.g., project float/ slack times, actual vs. planned budget variance percentages, etc.).


Ability to assess project deliverables quantitatively (i.e., with regard to time, budget, and resource allocation) and qualitatively (i.e., with regard to scope, quality, and risk requirements). Ability to identify and prioritize tradeoffs between resource, budget, and timeline allocation.


Previous experience or demonstrated ability to learn project management/ scheduling software; prior experience developing/ managing projects using MS Project will be a strong advantage. Must be proficient in all standard Microsoft Office applications, including Word, Excel, and PowerPoint.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the office work environment is usually quiet.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; talk or hear and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.