PMO Project Coordinator, ARTC

A*STAR RESEARCH ENTITIES; Singapore; On-site; SGD 55,000 - 85,000; Full time

Job summary

A*STAR RESEARCH ENTITIES is seeking a detail-oriented Programme Coordinator/PMO to establish and maintain a centralized data and reporting ecosystem. You will work with Operations, Finance, Tech-Biz and other stakeholders to enhance data governance, reporting accuracy, and informed decision-making.

You will develop dashboards and trackers, consolidate financial and operational information, support budget tracking and grant administration, and help prepare quarterly and annual reports for

Qualifications

• Bachelor's degree in Business, Engineering, Project Management, Operations Management, or a related discipline.
• 2-5 years of experience in programme coordination, project administration, operations, or a similar role.
• Proficiency in Microsoft Office applications, particularly Excel, PowerPoint, and Word.
• Strong organizational, coordination, and stakeholder management skills.
• Good written and verbal communication skills with the ability to work across cross-functional teams.
• Ability to manage multiple priorities and ensure timely follow-up of actions and deliverables.
• Detail-oriented with strong analytical and problem-solving abilities.

Responsibilities

• Establish, maintain, and continuously enhance a centralized programme data and reporting ecosystem, working closely with Operations and collaborating with Finance, Tech-Biz, and other stakeholders as needed to improve data management, governance compliance, reporting accuracy, and programme decision-making.
• Develop and maintain programme dashboards, reports, and management trackers to support programme monitoring, performance reviews, and data-driven decision-making.
• Consolidate programme financial, resource, and operational information for reporting, governance reviews, and management reporting.
• Support budget tracking, finance reporting, procurement coordination, and grant administration activities.
• Prepare and support quarterly and annual programme reporting activities, including the consolidation, review, and submission of reports and supporting documentation to grantors through designated online reporting platforms.
• Coordinate governance reviews, Senior Management reviews, and Steering Committee meetings, including scheduling, preparation of materials, minute-taking, and follow-up of action items.
• Support project onboarding, closure, and documentation processes to ensure compliance with programme governance and reporting requirements.
• Maintain proper documentation, records management, and programme repositories in accordance with governance and audit requirements.
• Identify and implement opportunities to improve programme and project management processes, reporting efficiency, data quality, and operational effectiveness through digitalization and automation.
• Provide logistical and operational support for meetings, workshops, events, and stakeholder engagements.
• Provide general coordination and administrative support to Programme and Project Management teams to ensure the smooth execution of programme activities.

Skills

Stakeholder management

Organizational skills

Communication (written & verbal)

Analytical thinking

Multitasking & time management

Education

Bachelor's degree in Business/Engineering/PM/Operations

Tools

MS Office

Excel

PowerPoint

Word

Power BI

Power Automate

SharePoint

Job description

Job Description:

1. Establish, maintain, and continuously enhance a centralized programme data and reporting ecosystem, working closely with Operations and collaborating with Finance, Tech-Biz, and other stakeholders as needed to improve data management, governance compliance, reporting accuracy, and programme decision-making.


2. Develop and maintain programme dashboards, reports, and management trackers to support programme monitoring, performance reviews, and data-driven decision-making.


3. Consolidate programme financial, resource, and operational information for reporting, governance reviews, and management reporting.


4. Support budget tracking, finance reporting, procurement coordination, and grant administration activities.


5. Prepare and support quarterly and annual programme reporting activities, including the consolidation, review, and submission of reports and supporting documentation to grantors through designated online reporting platforms.


6. Coordinate governance reviews, Senior Management reviews, and Steering Committee meetings, including scheduling, preparation of materials, minute-taking, and follow-up of action items.


7. Support project onboarding, closure, and documentation processes to ensure compliance with programme governance and reporting requirements.


8. Maintain proper documentation, records management, and programme repositories in accordance with governance and audit requirements.


9. Identify and implement opportunities to improve programme and project management processes, reporting efficiency, data quality, and operational effectiveness through digitalization and automation.


10. Provide logistical and operational support for meetings, workshops, events, and stakeholder engagements.


11. Provide general coordination and administrative support to Programme and Project Management teams to ensure the smooth execution of programme activities.

Minimum Requirements

1. Bachelor's degree in Business, Engineering, Project Management, Operations Management, or a related discipline.


2. 2-5 years of experience in programme coordination, project administration, operations, or a similar role.


3. Proficiency in Microsoft Office applications, particularly Excel, PowerPoint, and Word.


4. Strong organizational, coordination, and stakeholder management skills.


5. Good written and verbal communication skills with the ability to work across cross-functional teams.


6. Ability to manage multiple priorities and ensure timely follow-up of actions and deliverables.


7. Detail-oriented with strong analytical and problem-solving abilities.

Long Description

Preferred Qualifications

1. Experience supporting Project Management Office (PMO), research, grant-funded, or multi-stakeholder initiatives.


2. Advanced Microsoft Excel skills, including Pivot Tables, Power Query, dashboards, and data analysis.


3. Experience with Microsoft Power Automate, SharePoint and Power BI.


4. Experience developing databases, trackers, dashboards, and reporting systems.


5. Knowledge of process automation, workflow digitalization, and reporting automation.


6. Experience consolidating and managing large datasets across multiple departments or internal stakeholders.


7. Familiarity with governance processes, financial reporting, procurement, or grant administration.


8. Knowledge of project management methodologies and tools (e.g., Agile, Waterfall, Microsoft Project, Planner).


9. Demonstrated ability to identify opportunities for process improvement and operational efficiency through technology and automation.

The above eligibility criteria are not exhaustive. A*STAR may include additional selection criteria based on its prevailing recruitment policies. These policies may be amended from time to time without notice. We regret that only shortlisted candidates will be notified.