PMO Coordinator at Novanta

Novanta; Berlin; Vor Ort; EUR 55.000 - 85.000; Vollzeit

Zusammenfassung

Novanta is seeking a PMO Coordinator to drive governance and data quality within the Project Management Office. The role focuses on process, templates, tools, master data and KPI reporting across projects.

You will work with Program and Project Managers to ensure complete, reliable portfolio data, governance compliance, and tool administration, including MS Project and Azure DevOps. English proficiency is required; German is a plus.

Qualifikationen

• Bachelor’s degree in Business Administration or comparable qualification.
• Professional PMO experience or governance role is an advantage.
• Experience with stage gate, classic and agile methods.
• Familiar with MS Project, Azure, SharePoint; able to be key user/admin.
• Strong Excel and PowerPoint; good data and KPI mindset.
• English communication skills; German is a plus.

Aufgaben

• Maintain PMO processes, governance, templates, and gate criteria.
• Coordinate gate reviews and portfolio boards; prepare docs.
• Maintain consolidated resource and capacity plan with PMs.
• Administer project management tools; manage user accounts and config.
• Ensure data quality and reporting consistency.
• Support rollout of new tool functionality; train PMs.

Kenntnisse

MS Project

Azure DevOps

SharePoint

Power BI

Excel

PowerPoint

English communication

German language

Ausbildung

Bachelor's degree in Business Administration or comparable qualification

Tools

MS Project

Azure DevOps

SharePoint

Power BI

Jobbeschreibung

This Full time on site position offers great opportunities for career growth. Build a career powered by innovations that matter! At Novanta, our innovations power technology products that are transforming healthcare and advanced manufacturing - improving productivity, enhancing people’s lives and redefining what’s possible. We create for our global customers engineered components and sub-systems that deliver extreme precision and performance for a range of mission-critical applications - from minimally invasive surgery to robotics to 3D metal printing. Novanta is one global team with over 26 offices located in The Americas, Europe and Asia-Pacific. Looking for a great place to work? You have found it with a culture that embraces teamwork, collaboration and empowerment. Come explore Novanta.

Business Unit Overview

Novanta offers highly reliable, precise and safe solutions that enhance system performance and improve patient outcomes. Insufflators, pumps and disposable tube sets, along with medical visualization and operating room integration technologies are the preferred solution for minimally invasive surgery applications.

Summary

This position as PMO Coordinator is part of the Project Management Office (PMO) and reports directly to the Sr. Director PMO. The role owns the operating system of the PMO: the project management processes, templates, tools, master data and KPIs that the Project Managers apply in their daily work. The PMO Coordinator works in close, daily cooperation with the Program and Project Managers of PMO, keeps the portfolio data complete and reliable, produces the consolidated status and KPI reporting for management, administers the project management toolset, and ensures that the agreed governance and gate standards are applied consistently across all projects. The focus of the position is administrative governance, process discipline and data quality rather than technical or engineering content. The position has no disciplinary responsibility for employees.

Primary Responsibilities

• Process and Governance

  Maintain and further develop the PMO process landscape: project management procedures, work instructions, templates, checklists and gate criteria, dashboards.

  Monitor whether running projects apply the defined governance standards; document deviations and follow up with the responsible Project Managers.

  Prepare and coordinate gate reviews, portfolio boards and PMO meetings: scheduling, agendas, documentation templates, minutes and action item tracking.

  Drive continuous improvement of PMO processes and coordinate the lessons learned process across projects.

• KPIs, Reporting and Analytics

  Define, collect and maintain the PMO KPI set (e.g. schedule adherence, on-time gate performance, budget variance, resource utilization, change and deviation rates).

  Safeguard data quality and completeness; identify gaps and inconsistencies and follow up with the Project Managers until resolved.

  Prepare recurring and ad hoc analyses, management summaries and presentation material for the Sr. Director PMO and senior management.

  Track and report progress of PMO improvement initiatives and portfolio level action items.

• Resource and Capacity

  Maintain the consolidated resource and capacity plan across the project portfolio together with the Project Managers and line managers.

  Organize regular reviews to ensure accurate data.

• Tools and Systems Administration

  Act as key user and administrator for the project management toolset (MS Project, Azure DevOps).

  Manage user accounts and permissions, project structures, templates and tool configuration.

  Maintain the portfolio data model, naming conventions and structures so that reporting stays consistent and comparable.

  Support the rollout of new tool functionality: requirements collection, testing, user documentation and release communication.

  Onboard and train Project Managers and project team members on PMO processes and tools; act as first level support for tool and process questions.

• General Tasks

  Strict compliance with the quality, occupational safety and environmental regulations.

  Discreet and confidential handling of project, financial and personnel related data.

Required Experience, Education, Skills, Training and Competencies

• A Bachelor’s degree in Business Administration, Project Management or a comparable qualification.

  A technical or engineering degree is not required.

  Professional experience in a PMO, project office, project controlling, business administration or a comparable governance and coordination role is an advantage.

  Practical knowledge of project management methods and governance models (stage gate, classic and agile).

  Project management certification is an advantage (e.g. IPMA Level D, PMI CAPM/PMP, PRINCE2 Foundation, Scrum).

  Confident handling of project management and collaboration tools (MS Project, Azure, SharePoint) and willingness to take over key user and administrator responsibility.

  Very good MS Excel and PowerPoint skills; experience with dashboard and reporting tools such as Power BI is an advantage.

  Good knowledge of AI tools and how to apply AI to automate repetitive tasks (e.g. automation of KPIs).

  Basic technical understanding of product development in a regulated environment is welcome, but engineering expertise is explicitly not required.

  Strong affinity for data, numbers and KPIs; accurate, structured and process oriented way of working.

  Service oriented mindset towards the Project Managers, paired with the persistence to follow up on open items across departments and hierarchy levels.

  Very good communication and moderation skills; able to explain processes clearly and to gain acceptance for standards.

  Good communication skills in English; English GER-B2*.

  German language skills are welcome but not a requirement.

  Strong organizational skills and systematic way of working.

  Flexible and open to change.

  Independent and self-motivated.

  Reliable and able to work under pressure.

Novanta is proud to be an equal employment opportunity and affirmative action workplace. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, military and veteran status, disability, genetics, or any other category protected by federal law or Novanta policy.

Please call [phone] if you need a disability accommodation for any part of the employment process.