PMO Specialist

Link Group; Kraków; Hybrid; PLN 120,000 - 180,000; Full time

Job summary

Link Group seeks a PMO Specialist to join its project management organization, driving operational PMO activities, resource administration, and time-reporting across a diverse international project portfolio.

You will bridge project governance, data management, and financial reporting while partnering with Project Managers and Controlling teams to ensure accurate, timely reporting and continuous improvement.

Qualifications

• Experience in PMO, project administration, or a similar role.
• Good understanding of project management processes and resource coordination.
• Experience with time reporting, timesheets or project-related reporting.
• Strong organisational and analytical skills with attention to detail.
• Proficient in Excel and reporting.
• Excellent communication and proactive approach; able to work with multiple stakeholders.
• English proficiency for international environments.

Responsibilities

• Maintain and update project plans, project data and resource assignments.
• Support onboarding and offboarding of project team members, including system access and timesheet setup.
• Maintain accurate project team and resource databases.
• Provide first-line support for time reporting and related system issues.
• Support users and approvers with time reporting processes and provide basic guidance when needed.
• Prepare regular and ad-hoc reports for project and business stakeholders.
• Coordinate month-end time reporting activities, including reminders and approvals.
• Work closely with Project Managers, project teams and Controlling to ensure smooth processes.
• Monitor compliance with project governance and time reporting standards.
• Identify and support improvements to existing PMO and reporting processes.

Skills

PMO experience

Organisation & detail orientation

Analytical skills

Communication skills

English communication

Tools

Excel

Time reporting tools

Job description

We are seeking a PMO Specialist to join the project management organization of a leading global provider of intralogistics, supply chain automation, and industrial technology solutions. In this role, you will drive operational PMO activities, resource administration, and time-reporting processes across a diverse international project portfolio. You will bridge project governance, data management, and financial reporting while partnering closely with Project Managers and Controlling teams.

Key Responsibilities

• Maintain and update project plans, project data and resource assignments
• Support onboarding and offboarding of project team members, including system access and timesheet setup
• Maintain accurate project team and resource databases
• Provide first-line support for time reporting and related system issues
• Support users and approvers with time reporting processes and provide basic guidance when needed
• Prepare regular and ad-hoc reports for project and business stakeholders
• Coordinate month-end time reporting activities, including reminders, period closing and approval follow-ups
• Work closely with Project Managers, project teams and Controlling to ensure smooth and accurate processes
• Monitor compliance with project governance and time reporting standards
• Identify and support improvements to existing PMO and reporting processes

Requirements

• Previous experience in PMO, project administration, project controls or a similar role
• Good understanding of project management processes and resource coordination
• Experience with time reporting, timesheets or project-related reporting
• Strong organisational and analytical skills with attention to detail
• Good Excel and reporting skills
• Ability to work independently and manage multiple tasks and stakeholders
• Good communication skills and a proactive approach
• English proficiency at a level allowing effective communication in an international environment

Nice to Have

• Experience working with project management or time-reporting tools
• Experience in a larger, international organisation
• Background in Controlling, Finance or project cost management
• Familiarity with project governance and month-end closing processes
• Location: Kraków, Poland (Hybrid model: 2 days per week required in the office)