PMO Coordinator

MicroSourcing; Philippines; On-site; PHP 614,000 - 1,004,000; Full time

Benefits offered by this job

Healthcare coverage on day one

Paid time-off with cash conversion

Group life insurance

Performance bonuses

Job summary

MicroSourcing is seeking a PMO Coordinator in Eastwood, Quezon City for an onsite, day-shift role. The position focuses on project delivery support, stakeholder coordination, and comprehensive documentation across multiple teams.

The role requires 4–7 years in PMO or similar fields, strong Excel and PM tools experience, and a proactive, professional communication style. Join a team dedicated to precise project governance and continuous improvement.

Qualifications

• 4–7 years of experience in Project Coordination, PMO, Assistant Project Management, Project Controls, or similar roles.

Responsibilities

• Support Project Delivery across planning, execution, and close-out phases.
• Coordinate inputs from Design, RF, Property, Planning, QA, Finance, and other teams.
• Maintain action logs, trackers, registers, and status updates.
• Communicate with customers and internal stakeholders with clear professional messaging.
• Translate meetings into actionable project updates with owners and due dates.
• Update dashboards, trackers, and documentation across systems.
• Monitor purchase orders, approvals, variations, and commercial readiness.
• Prepare complete handover documentation before QA or customer submission.

Skills

PMO coordination

Communication

Stakeholder engagement

Attention to detail

Problem solving

Tools

Site Tracker

SharePoint

Microsoft Copilot

Job description

Job Description:

Discover your 100% YOU with MicroSourcing!

Position: PMO Coordinator

Work setup: Onsite | Day shift

Location: Eastwood, Quezon City

Why join MicroSourcing?

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Key Responsibilities

• Project Delivery Support
• Own assigned project coordination activities across planning, execution, and close-out phases.
• Drive resolution of outstanding actions and commitments by following up with owners, confirming due dates, and escalating where required.
• Maintain project action logs, trackers, registers, status updates, and supporting records.
• Coordinate project inputs from Design, RF, Property, Planning, QA, Finance, and other support teams.
• Identify blockers, inconsistent information, missed deadlines, or delivery risks, and initiate corrective follow-up.
• Ensure project information is accurate, current, and available for Project Manager review.
• Customer and Stakeholder Coordination
• Interact directly with customers on routine project coordination, status updates, documentation, action follow-ups, approval tracking, and reporting inputs as directed by the Project Manager.
• Prepare clear and professional communications for customers and internal stakeholders.
• Follow up on customer actions, approvals, documentation, and information requests.
• Maintain a respectful, constructive, and solutions-focused communication style.
• Escalate sensitive, commercial, contractual, or high-risk matters to the Project Manager.
• Attend meetings as required; this role is not expected to chair or lead formal project meetings unless specifically assigned.
• Meeting Action and Project Comment Management
• Convert meeting discussions into actionable project updates rather than simply recording meeting minutes.
• Capture key actions, risks, blockers, decisions, and site-specific comments from meetings.
• Track and follow up on meeting action items.
• Utilize approved tools such as meeting recordings, transcripts, Microsoft Copilot, or other AI-enabled tools to generate action summaries and project comments.
• Maintain accurate project comments within Site Tracker or other project management systems.
• Translate meeting outcomes into clear actions, assigned owners, due dates, and system updates.
• Project Systems, Site Tracker, and Data Management
• Maintain data accuracy across internal and client project systems.
• Proactively resolve inconsistencies, missing information, overdue milestones, and workflow issues.
• Update dashboards, trackers, registers, reporting inputs, and project documentation across Site Tracker, Excel, SharePoint, and other systems.
• Identify outdated, incomplete, or inaccurate project information.
• Support exception reporting by highlighting overdue actions, missing approvals, incomplete documentation, delayed milestones, and project risks.
• Follow standardized, system-driven workflows across assigned projects.
• Purchase Order, Approval, and Commercial Support
• Serve as the first line of project control by maintaining accurate commercial documentation.
• Monitor purchase orders (POs), IBOQs, client approvals, payment approvals, and project records.
• Maintain PO, approval, variation, and commercial readiness trackers.
• Identify missing POs, aged approvals, data inconsistencies, and commercial risks.
• Escalate commercial exposure, missing approvals, and control gaps to the Project Manager.
• Support invoicing, budget tracking, financial documentation, and variation registers.
• Handover Pack and Project Close-Out Support
• Prepare complete project handover documentation before formal QA or customer submission.
• Compile, organize, and track handover documentation packages.
• Verify that documents are complete, correctly named, current, and aligned with customer requirements.
• Identify missing, duplicate, outdated, or incorrect documentation.
• Coordinate with internal teams to obtain or correct required documents.
• Support QA readiness by minimizing documentation gaps and rework.
• Track close-out documentation and outstanding requirements.
• Compliance and Contract Documentation
• Track compliance documentation requirements and submission deadlines.
• Support contractual documentation, including Notices of Delay and related records.
• Maintain compliance trackers and supporting documentation.
• Ensure project documentation remains organized and audit-ready.
• Escalate overdue or missing compliance items to the Project Manager.
• Internal Follow-Up and Escalation
• Drive completion of outstanding actions across project teams.
• Follow up with internal stakeholders regarding overdue deliverables, approvals, comments, and project updates.
• Secure clear commitments, owners, and due dates.
• Escalate recurring delays, delivery risks, or non-responsiveness to the Project Manager.
• Maintain a professional and collaborative approach during follow-up activities.
• Reporting and Dashboard Support
• Prepare accurate reporting inputs for customer and internal project reporting.
• Maintain weekly status reports, milestone trackers, action logs, PO trackers, compliance trackers, and exception reports.
• Highlight overdue actions, missing information, commercial issues, blockers, and delivery risks.
• Support dashboards and reporting packs.
• Ensure reporting data remains accurate, current, and consistent.
• Process Improvement
• Identify practical opportunities to improve project administration, reporting, documentation, and workflow efficiency.
• Recommend improvements to Site Tracker usage, action tracking, handover checklists, PO registers, escalation processes, and documentation workflows.

Authority Boundaries

The Role Can

• Follow up with customers and internal stakeholders on routine project matters.
• Maintain trackers, registers, dashboards, systems, and project documentation.
• Act on workflow triggers and system conditions.
• Identify risks, blockers, missing approvals, and data inconsistencies.
• Escalate delivery risks, commercial exposure, and non-responsiveness.
• Support customer-facing reporting.
• Verify handover documentation readiness before QA or customer submission.
• Drive action ownership and follow up on behalf of the Project Manager.

The Role Does Not

• Hold overall project delivery accountability.
• Chair or lead formal customer project meetings unless specifically assigned.
• Make final commercial decisions.
• Approve work where required approvals or project gates have not been met.
• Replace the responsibilities of the Project Manager, Program Manager, Finance, or QA teams.
• Make sensitive customer commitments without Project Manager approval.

Required Skills & Experience

• 4–7 years of experience in Project Coordination, PMO, Assistant Project Management, Project Controls, or similar project delivery support roles.
• Experience in infrastructure, construction, engineering, utilities, property, technology, or technical project environments. Telecommunications or SAED experience is an advantage.
• Strong written and verbal communication skills with customer-facing experience.
• Ability to follow up and influence internal and external stakeholders.
• Experience tracking purchase orders, approvals, variations, payments, and commercial readiness.
• Advanced Excel skills, including formulas, filters, registers, reporting, and data validation.
• Experience using project management systems, workflow platforms, dashboards, and tracking tools.
• Strong documentation management and quality control skills.
• Experience tracking risks, issues, actions, and escalations.
• Proficiency with Microsoft Teams, SharePoint, Outlook, Excel, and Microsoft Copilot or similar AI-enabled tools.
• Hands-on approach to project coordination, documentation, reporting, and administrative controls.

Preferred Qualifications

• Telecommunications, site acquisition, environmental planning, RF, property, town planning, or mobile infrastructure experience.
• Experience using Site Tracker or similar project management systems.
• Strong Microsoft 365 skills, including SharePoint, Teams, Outlook, Word, PowerPoint, Excel, and Copilot.
• Experience using AI tools, meeting transcripts, workflow automation, or action extraction tools.
• CAPM, PRINCE2 Foundation, PMP, Agile Fundamentals, or equivalent project management training.
• Experience maintaining dashboards, PMO reporting, and project performance tracking.
• Exposure to contract administration, Notices of Delay, variations, claims support, and compliance documentation.

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/

• Terms & conditions apply