Project Coordinator -PMO

Olympus Corporation; Hyderabad; Hybrid; INR 1,000,000 - 1,400,000; Full time

Job summary

Olympus India is seeking a Project Coordinator to strengthen governance, drive portfolio visibility and coordinate cross-functional PMO activities across the organization and global stakeholders.

The role focuses on maintaining project controls, dashboards and reports, tracking risks and actions, and supporting resource planning in a matrix environment. The ideal candidate is highly organized with strong communication and analytical skills.

Qualifications

• Bachelor's degree in Engineering, Business Admin, Management, Life Sciences, IT or related field.
• 5-7 years of experience in PMO, project coordination or business operations.
• Experience in R&D, engineering, medical devices, healthcare or IT environments preferred.
• Exposure to global teams and matrix organizations desirable.
• Proficiency with MS Office and PM tools; data-driven mindset.

Responsibilities

• Coordinate weekly, monthly and quarterly PMO governance reviews.
• Prepare agendas, minutes, action trackers and follow-ups.
• Maintain project schedules, milestones and status reports.
• Develop PMO dashboards and consolidate portfolio updates.
• Support resource demand, capacity and onboarding tracking.
• Maintain RAID logs and escalate critical items as needed.
• Assist with budget tracking, invoices and vendor coordination.
• Promote standardized PMO processes and reporting definitions.
• Coordinate with cross-functional and global stakeholders.

Skills

Stakeholder coordination

Analytical ability

Strong communication

Organizational skills

Proactive follow-up

Education

Bachelor's degree in Engineering, Business Administration, Management, Life Sciences, IT or related field

Tools

Microsoft Excel

PowerPoint

Teams

SharePoint

Microsoft Project

Planner

Jira

Smartsheet

Power BI

Power Automate / Power Apps

Job description

We are an equal opportunities employer and we are committed to ensuring that no applicant or employee receives less favorable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status, or race, or is disadvantaged by conditions or requirements which cannot be shown.

The job is conducted in line with our Core Values which are: Patient Focus, Integrity, Innovation, Impact and Empathy. Olympus is an equal opportunities employer championing a culture of equality, diversity and inclusion embedded throughout the organization and workforce.

Job Summary

The Project Coordinator will support the PMO team in strengthening governance, operational discipline, portfolio visibility and cross-functional coordination across Olympus India and global stakeholders. The role will maintain project controls, coordinate governance reviews, track risks and actions, support resource and financial planning, prepare dashboards and ensure timely follow-through on PMO deliverables.

The ideal candidate is highly organized, data-oriented, proactive and comfortable coordinating multiple stakeholders in a global, matrix environment.

PMO Governance and Coordination

• Coordinate weekly, monthly and quarterly project and portfolio governance reviews.
• Prepare meeting agendas, presentations, minutes of meeting, action trackers and follow-up communication.
• Maintain project schedules, milestone plans, dependencies and status-reporting mechanisms.
• Follow up on actions and elevate overdue or critical items through the agreed governance route.

Portfolio and Project Reporting

• Develop and maintain PMO dashboards, trackers and executive status reports.
• Consolidate project updates from multiple workstreams into a clear portfolio view.
• Track milestones, key performance indicators, risks, issues, decisions and resource information.
• Support preparation of leadership review materials and decision-ready summaries.

Resource and Capacity Planning

• Maintain resource demand, capacity, allocation, hiring and onboarding trackers.
• Coordinate updates with project managers, functional managers and delivery-center stakeholders.
• Support demand-versus-capacity analysis and resource-planning reviews.

Risk, Issue, Action and Decision Management

• Maintain portfolio and project RAID logs with clear owners, due dates and status.
• Follow up on mitigation and recovery actions and highlight emerging dependencies.
• Prepare concise escalation summaries for PMO and leadership reviews.

Financial and Operational Support

• Assist with budget tracking, forecast updates, purchase-order status, invoice monitoring and vendor coordination.
• Maintain accurate project documentation, evidence and compliance records.
• Support operational planning, onboarding readiness and related cross-functional activities.

PMO Process Excellence and Automation

• Promote consistent use of PMO standards, templates, governance routines and reporting definitions.
• Support development and maintenance of SOPs, playbooks, checklists and process documentation.
• Contribute to continuous-improvement and reporting-automation initiatives using Microsoft 365 and Power Platform tools.

Stakeholder Coordination

• Coordinate with project managers, engineering teams, HR, Finance, Procurement, IT, Administration, vendors and global PMO stakeholders.
• Facilitate timely information flow across geographically distributed teams.
• Act as the central coordination point for assigned projects, reviews and PMO activities.

Qualifications

Education

• Bachelor's degree in Engineering, Business Administration, Management, Life Sciences, Information Technology or a related field.

Experience

• 5-7 years of experience in PMO, project coordination, project-management support or business operations.
• Experience in R&D, engineering, medical devices, healthcare, IT or technology environments is preferred.
• Exposure to global teams and matrix organizations is desirable.

Tools and Technical Skills

• Strong working knowledge of Microsoft Excel, PowerPoint, Teams and SharePoint.
• Experience using project-management or work-management tools such as Microsoft Project, Planner, Jira or Smartsheet.
• Exposure to Power BI, Power Automate or Power Apps is an advantage.

Core Competencies

• Excellent planning, organization and multitasking skills.
• Strong analytical ability with attention to data accuracy and detail.
• Clear written and verbal stakeholder communication.
• Proactive follow-up, ownership and execution mindset.
• Ability to work independently while collaborating across functions and cultures.
• Strong documentation, presentation and problem-solving skills.
• Ability to handle multiple priorities with professionalism and confidentiality.

Measures of Success

• Timely and accurate governance reporting, dashboards and portfolio trackers.
• Consistent action, risk, issue and decision follow-through with clear ownership.
• Improved visibility of resource demand, onboarding, milestones and dependencies.
• High-quality leadership materials that enable efficient decisions.
• Positive stakeholder feedback on coordination, responsiveness and PMO support.
• Adoption of standardized and increasingly automated PMO processes