About the Role
This role supports the delivery of a large-scale project, requiring strong PMO discipline, governance rigor, and audit-ready execution. The Project Coordinator (PMO) will run day-to-day PMO operations, ensuring structured reporting, robust document control, and effective tracking of risks, actions, dependencies, and change requests across multiple workstreams and vendors. Operating within a highly regulated environment, the role is critical in enabling delivery momentum while meeting government governance, compliance, and assurance requirements throughout the full project lifecycle.
Requirements
Key Accountabilities
PMO Cadence & Reporting
Produce and maintain weekly status inputs and monthly governance packs (PTC/SteerCo as applicable).
Consolidate updates from workstreams/vendors into a single view (progress, blockers, next steps).
Maintain a reporting calendar and ensure all packs are issued on time and consistently formatted.
Governance Secretariat Support
Prepare agendas, attendance, pre-reads, and minutes for governance meetings.
Maintain Decision Log, Action Log, and follow-through to closure (owners, due dates, evidence).
Track escalation items and ensure they are presented at the correct governance level.
RAID & Dependency Management
Own the RAID register quality: completeness, clarity, current status, owners, mitigation plans, and due dates.
Proactively chase owners for updates and closure evidence; surface overdue items early.
Maintain dependency mapping inputs (cross-workstream and vendor dependencies) and highlight critical-path risks.
Change Control Administration
Administer the change request (CR) process: log intake, ensure impact assessments are captured (scope/schedule/cost/risk), route for review/approval, update CR status, and maintain traceability.
Maintain configuration of CR numbering, versioning, and supporting artefacts.
Document Control & Evidence Management
Maintain an organised project repository (folder structure, naming conventions, version control, approvals).
Ensure artefacts are audit-ready (sign-offs, meeting minutes, acceptance evidence, traceable correspondence).
Support acceptance readiness by collating evidence for stage gates, testing sign-offs (SIT/UAT as applicable), and go-live readiness.
Stakeholder & Vendor Coordination
Coordinate logistics for workshops, site activities, deployment readiness meetings, and action follow-ups.
Track vendor deliverables and readiness items; ensure overdue items are surfaced and escalated appropriately.
Key Deliverables
Weekly project status report inputs (progress, plan, RAID, decisions required).
Monthly governance pack (PTC/SteerCo) including milestone status, RAID trends, CR summary, and actions.
RAID register, Decision Log, Action Log, Dependency Log (maintained weekly).
Change Request Log and CR documentation set (traceable, version-controlled).
Meeting minutes with action and decision traceability.
Evidence pack support for stage gates / acceptance milestones.
Any other tasks requested by Management
Success Measures (KPIs)
On-time issuance rate for weekly/monthly reports and meeting packs (target: ≥95%).
Action closure health: % actions closed on time; reduction of overdue actions month-on-month.
RAID quality score: completeness, ownership, mitigation clarity, and update recency (weekly hygiene).
CR cycle time: average turnaround time from CR submission to decision recorded (tracked).
Audit readiness: zero “missing evidence” findings during internal checks (minutes, approvals, sign-offs).
Stakeholder satisfaction: positive feedback from Lead PMs/PD on PMO responsiveness and accuracy.
Required Experience & Qualifications
Education: Diploma or Bachelor’s in Business, IT, Engineering, Project Management, or related field.
Experience: 2–5 years in Project Coordination / PMO / Delivery Support (government/regulated programme exposure is a plus).
Tools: Strong proficiency in MS Excel, Word, PowerPoint; familiarity with MS Project (or similar scheduling tools) is an advantage.
Methodologies: Working knowledge of project governance, stage-gate controls, and hybrid/agile reporting.
Core Competencies (Must-Have)
High attention to detail and strong document hygiene (versioning, traceability, structured logs).
Execution discipline: follows up persistently, closes loops, manages deadlines.
Clear communication: writes clean minutes and concise reports; escalates appropriately.
Stakeholder management: confident dealing with senior stakeholders, vendors, and multi-team environments.
Structured thinking: can convert messy inputs into clean trackers and decision-ready summaries.
Integrity & confidentiality: comfortable working with sensitive government/customer information.
Working Conditions
On-site at project location (Klang Valley).
May require occasional extended hours during critical milestones (e.g., stage gates, cutover readiness).
Must comply with customer/site security and confidentiality requirements.
About the Company
We are a fast-growing consultancy and training firm headquartered in Klang Valley, with a strong pulse on industry trends and national priorities. We specialise in developing professionals across multiple industries while also leading and delivering projects that help shape and define the country’s future.