Program Support Officer

EOS Defence Systems Pty Ltd; City of Hume; On-site; AUD 70,000 - 90,000; Full time

Job summary

EOS Defence Systems Pty Ltd in Victoria seeks a Program Support/PMO Coordinator to help manage day-to-day program operations, governance forums and portfolio activities, ensuring registers and documents are accurate and current. You will support PMO adoption of frameworks, templates and tools, and provide reliable administrative support to the Program Manager.

You will coordinate calendars, governance meetings, milestones and status reports, track actions, and assist with health checks, audits

Qualifications

• At least two years’ experience in project, program or PMO coordination.
• Demonstrated experience supporting governance meetings, reporting cycles, actions, decisions, registers and controlled project documentation.
• Ability to collect, check and consolidate information from multiple stakeholders while maintaining accuracy, traceability and information quality.
• Strong organisation, prioritisation, follow-up and written communication skills.
• Confidence to identify incomplete submissions, follow up accountable owners and appropriately escalated overdue actions.
• Proficiency in Microsoft Excel, PowerPoint, Word, Outlook, Teams and SharePoint.
• Basic understanding of project-management concepts, including scope, schedule, cost, risk, issues, actions, changes, milestones and governance.
• Ability to work in an evolving environment where processes and systems are being developed or improved.
• Eligibility to obtain and maintain the required Australian Government security clearance.

Responsibilities

• PMO Coordination and Governance: Maintain the PMO calendar, reporting timetable, governance schedule and submission deadlines.
• Program Reporting and Controls: Maintain portfolio registers for projects, milestones, risks, issues, dependencies, changes and lessons.
• Assurance and Compliance: Coordinate evidence and logistics for health checks, assurance reviews and audits.
• Document and Information Management: Maintain controlled Program & PMO repositories, templates and records.
• PMO Improvement and Adoption: Support the roll out and adoption of PMO processes, standards, templates and tools.
• Stakeholder Support: Coordinate with project teams to obtain required portfolio information.

Education

Tertiary qualification in Business, Project Management, Engineering, Information Management or related discipline

Tools

Microsoft Excel

PowerPoint

Word

Outlook

Teams

SharePoint

Job description

We continually strive to help our workforce achieve their professional and personal goals, engaging them in challenging and inspiring projects.

Primary duties The Program Support Officer supports the assigned Program’s day-to-day operations by coordinating reporting, governance forums and portfolio activities; maintaining accurate and current registers, records and controlled documents; monitoring actions, decisions, submissions and deadlines; and checking project information for completeness, consistency and currency. The role also assists with project assurance, health checks and audits, supports the implementation and adoption of PMO frameworks, processes, templates and tools, and provides reliable coordination and administrative support to the Program Manager and PMO Manager.

Key Responsibilities

PMO Coordination and Governance

Maintain the PMO calendar, reporting timetable, governance schedule and submission deadlines. Coordinate governance meetings, including agendas, papers, minutes, decisions and actions. Track actions and decisions, follow up owners and elevate overdue or blocked items.

Program Reporting and Controls

Maintain portfolio registers for projects, milestones, risks, issues, dependencies, changes and lessons. Collect, check and consolidate project status information and governance packs. Follow up missing, inconsistent or outdated information and expedite unresolved gaps.

Assurance and Compliance

Coordinate evidence and logistics for health checks, assurance reviews and audits. Track findings and corrective actions through to closure. Maintain complete, traceable records that meet PMO, quality, security and contractual requirements.

Document and Information Management

Maintain controlled Program & PMO repositories, templates, procedures and records. Apply naming, version control, access and archiving requirements across approved platforms.

PMO Improvement and Adoption

Support the roll out and adoption of PMO processes, standards, templates and tools. Coordinate related communications, workshops, training and implementation tracking. Gather feedback recommend some improvements to PMO activities.

Stakeholder Support

Coordinate with project teams and functions to obtain required portfolio information. Provide timely follow-up, escalation and administrative support as directed by the PMO Manager.

Experience Essential

• At least two years’ experience in project, program or PMO coordination.
• Demonstrated experience supporting governance meetings, reporting cycles, actions, decisions, registers and controlled project documentation.
• Ability to collect, check and consolidate information from multiple stakeholders while maintaining accuracy, traceability and information quality.
• Strong organisation, prioritisation, follow-up and written communication skills.
• Confidence to identify incomplete submissions, follow up accountable owners and appropriately escalated overdue actions.
• Proficiency in Microsoft Excel, PowerPoint, Word, Outlook, Teams and SharePoint.
• Basic understanding of project-management concepts, includes scope, schedule, cost, risk, issues, actions, changes, milestones and governance.
• Ability to work in an evolving environment where processes and systems are being developed or improved.
• Eligibility to obtain and maintain the required Australian Government security clearance.

Desirable Experience

• Desirable Experience in Defence, aerospace, engineering, manufacturing, technology or another regulated delivery environment.
• Experience supporting project-assurance reviews, audits, compliance activities or controlled records management.
• Familiarity with Microsoft Planner, Microsoft Project, Power BI, Jira or equivalent project and reporting tools.
• Tertiary qualification in Business, Project Management, Engineering, Information Management or a related discipline.
• CAPM, PRINCE2 Foundation or an equivalent foundational project-management qualification advantageous.

Are you looking for a career that will challenge you, help you grow and give you a chance to work with unique, state-of-the-art technologies?

Our team come from a diverse range of disciplines and backgrounds and include engineers, scientists, technicians, project managers and administrative staff.

EOS designs, develops, and builds the world's most accurate and highest precision remote weapon systems. EOS has designed, manufactured and exported advanced technology systems for nearly 40 years. Our product range covers remote weapon systems, turrets, high energy laser weapons, counter-drone systems, and space intelligence and space control services.