Program Management Office Coordinator

General Description

The PMO Coordinator provides operational and administrative support for Toho Water Authority's Program Management Office (PMO), supporting capital projects, technology initiatives, and other strategic programs. This position strengthens governance, standardization, documentation, and reporting across PMO-led initiatives. The role supports project intake and decision gate coordination, maintains PMO systems and dashboards, and ensures consistent application of established processes. The PMO Coordinator enables structured execution by maintaining processes, tools, and reporting systems that support project managers and leadership. The role may support or coordinate internal PMO-led initiatives or improvement efforts as assigned. This position reports to the Director of PMO and collaborates cross-functionally with Engineering, Finance, Procurement, IT, and other departments as required.

Essential Functions

• Maintain and update PMO templates including project charters, intake forms, trackers, status reports, and other governance documentation.
• Coordinate project intake submissions and assist with preparation for decision gates and executive review.
• Track submission of required project documentation including charters, baselines, schedules, and status updates to ensure adherence to established PMO standards.
• Support development, documentation, and continuous improvement of PMO standard operating procedures and governance processes.
• Track action items resulting from PMO meetings and follow up with responsible stakeholders to ensure timely resolution.
• Assist in the preparation of portfolio-level and executive reporting related to capital, technology, and other PMO-supported initiatives.
• Maintain organized electronic repositories and documentation in accordance with records management and compliance requirements.
• Promote consistent application of established PMO processes across departments through coordination and follow-up.
• Support implementation, configuration, and ongoing administration of PMO software platforms and reporting tools.
• Assist project managers and staff with onboarding, training coordination, and basic system support related to PMO tools.
• Maintain dashboards and reporting views related to project status, portfolio performance, and funding tracking as applicable.
• Conduct routine data quality checks to ensure accuracy, completeness, and reliability of reporting information.
• Serve as first-level support for PMO tool-related inquiries prior to escalation to IT or external vendors.
• Support coordination across departments related to capital planning, funding initiatives, and documentation exchanges.
• Maintain tracking logs related to funding milestones, reporting deadlines, or compliance documentation as applicable.
• Assist in compiling documentation required for audits, reporting, or leadership review.
• Support internal PMO-led initiatives and improvement efforts as assigned.
• All other duties as assigned.

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain that required qualification would be:

• Bachelor's degree in Business, Administration, Construction Management, Engineering Technology, or related field.
• Three (3) to five (5) years of experience in project coordination, program support, or structured administrative environments.
• Strong proficiency in MS Office Suite and reporting tools.
• Experience working with document management or enterprise systems.
• Strong verbal and written communication, exceptional organizational skills and time management.
• Must possess and maintain a valid State of Florida Class E Driver's License.

Desirable Qualifications

• Experience in public sector, utilities, construction, or infrastructure environment.
• Familiarity with Capital Improvement Programs (CIP).
• Experience supporting compliance documentation.