Project Management Officer

Billennium; Poland; Hybrid; PLN 140,000 - 210,000; Full time

Benefits offered by this job

Udemy for Business

Private medical care

Multisport card

Language lessons

Remote/hybrid options

Global IT partnerships

Team-building events

Welcome pack

Job summary

Billennium is seeking a PMO professional to support our complex automation projects across Europe. You will streamline administration, maintain templates and SOPs, and ensure timely reporting for project managers and executives.

In this hybrid role, you will coordinate resources, monitor deadlines, and document decisions while communicating with German-speaking stakeholders. A meticulous, process-driven mindset and strong Google Workspace skills are essential.

Qualifications

• Fluent in German and able to communicate with key stakeholders clearly.
• Demonstrated ability to manage multiple project activities with a detailed approach.
• Experience maintaining templates, SOPs, and project documentation.
• Strong organizational skills with a process-driven mindset.

Responsibilities

• Provide structured PMO support to project managers and senior leaders.
• Maintain official templates, checklists, and SOPs; ensure version control.
• Monitor deadlines, capture decisions, and communicate open points.
• Coordinate logistics and track project-related orders to avoid delays.

Skills

Resource management

Quality gatekeeping

Template & checklist management

Logistics & order follow-up

Meeting support & LOP management

SOPs & project reporting

German language proficiency

Process adherence

Task structuring & prioritization

Documentation meticulousness

Working under pressure

Stakeholder perspective awareness

Tools

Google Workspace

Smartsheet

Airtable

Job description

Billennium is a global technology company delivering innovative software, cloud, data, and AI solutions for enterprise clients worldwide. We combine engineering excellence with a collaborative culture to help organizations accelerate their digital transformation.

We are looking for a Project Management Office (PMO) to support our highly complex full-automation projects. This role provides structured support to project managers, senior managers, consultants, and sales representatives, ensuring transparency and consistency across the end-to-end process. The PMO is designed to relieve Project Managers from administrative workloads, giving them more time for customers, technical issues, and leadership.

Requirements

• Resource Management: Maintain an overview of resource allocation across the project portfolio, identify bottlenecks early, and coordinate with regional service leads to improve planning reliability.
• Quality Gatekeeping & Deadlines: Monitor deadlines and deliverables (such as LIS files and floor plans), verify that Quality Gates are formally conducted, and escape delays to project managers in a timely manner.
• Template & Checklist Management: Act as a Version Manager by maintaining the official project template repository and ensuring that only current versions are in use.
• Logistics & Order Follow-up: Maintain an overview of project-related orders, coordinate delivery logistics, and track reorders through to delivery to prevent project delays.
• Meeting Support & LOP Management: Prepare materials for customer meetings, document decisions, and maintain the standardized List of Open Points ("Themenliste"), actively following up on action items.
• SOPs & Project Reporting: Collaborate with project managers to create Standard Operating Procedures (SOPs), enter effort data into systems (e.g., Rexis), and prepare standardized weekly project status reports.
• Fluency in written and spoken German to communicate effectively with key stakeholders.
• The ability to follow defined processes, checklists, and quality gates in a highly consistent and reliable manner.
• A strong ability to systematically structure tasks, manage priorities, and handle multiple project activities in parallel.
• A meticulous, detail-oriented approach to creating and maintaining clear, structured, and consistent documentation, including templates and SOPs.
• Confident use of Google Workspace and common project management tools, such as Smartsheet and Airtable.
• Readiness to embrace new technologies, including a basic understanding of how AI tools can support project management activities (e.g., data preparation and pattern identification).
• Persistence in ensuring commitments are met and proactively addressing open points, combined with the ability to remain effective under pressure and adapt to changing priorities.
• The ability to understand the perspectives of field teams and customers, ensuring that PMO support remains aligned with actual project needs.

Perks and benefits

• Comprehensive benefits - enjoy Udemy for Business, private medical care, Multisport card, veterinary package, language lessons, and shopping vouchers.
• Flexibility - adaptable working hours and remote/hybrid work options to suit your lifestyle & location.
• Career growth - access opportunities for professional development and learning, including perks related to our official partnerships with global IT giants: Microsoft, AWS, Snowflake, Salesforce & more.
• Global collaboration - work with a diverse, international team.
• Innovative environment - be part of a forward-thinking and growth-oriented workplace.
• Engaging community – Work with passionate professionals and participate in team-building events, hackathons, and CSR initiatives to make an impact beyond work.
• Team-building events including our company tradition (annual company event in Mazury).
• A pleasant surprise to start your journey with us in the form of a welcome pack.

Recruitment process

• HR call
• Technical Interview
• Interview with the dedicated Client