PMO Coordinator

Mai Placement; Newark (NJ); On-site; USD 63,000 - 77,000; Full time

Job summary

Mai Placement is seeking a highly organized PMO Coordinator in Newark, NJ to support the Project Manager and keep projects moving efficiently.

You will coordinate schedules, meetings, and documentation, maintain project files in Asana and SharePoint, and ensure action items are tracked and owners identified. Strong communication and detail-oriented work style are essential.

Qualifications

• Experience in a project coordinator, PMO support, or similar project-based role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and consistent follow-through.
• Comfortable working in a fast-paced, deadline-driven environment.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Asana, SharePoint, or similar project-management tools is a plus.

Responsibilities

• Coordinate meetings and scheduling across internal teams, vendors, and external partners.
• Prepare and organize meeting agendas, notes, status updates, action-item trackers, and project documentation.
• Maintain organized project files and tracking systems using tools such as Asana and SharePoint.
• Attend project meetings, document decisions and next steps, and ensure owners are clearly identified.
• Proactively follow up on outstanding action items and commitments.
• Track project deadlines, milestones, and deliverables and provide timely reminders.
• Assist with gathering and organizing information for project updates, budgets, timelines, and leadership reviews.
• Coordinate communication between departments to help keep projects moving forward.
• Identify missing information, upcoming deadlines, or administrative roadblocks before they impact progress.
• Provide general project support, including data entry and document organization.

Skills

Project coordination

Time management

Communication

Microsoft Office

Asana

SharePoint

Tools

Asana

SharePoint

Job description

PMO Coordinator

Newark, NJ
$70,000

Hours: Monday–Thursday, 8:00 AM–5:00 PM | Friday, 8:00 AM–1:00 PM

About the Role

We are seeking a highly organized, proactive, and dependable PMO Coordinator to support the Project Manager and help keep projects moving efficiently.

This role is ideal for someone who enjoys creating structure, staying ahead of deadlines, communicating across teams, and ensuring important details don’t fall through the cracks. You’ll work closely with the Project Manager and multiple departments to coordinate schedules, meetings, documentation, action items, and day-to-day project needs.

Key Responsibilities

• Coordinate meetings and scheduling across internal teams, vendors, and external partners.
• Prepare and organize meeting agendas, notes, status updates, action-item trackers, and project documentation.
• Maintain organized project files and tracking systems using tools such as Asana and SharePoint.
• Attend project meetings, document decisions and next steps, and ensure owners are clearly identified.
• Proactively follow up on outstanding action items and commitments.
• Track project deadlines, milestones, and deliverables and provide timely reminders.
• Assist with gathering and organizing information for project updates, budgets, timelines, and leadership reviews.
• Coordinate communication between departments to help keep projects moving forward.
• Identify missing information, upcoming deadlines, or administrative roadblocks before they impact progress.
• Provide general project support, including data entry and document organization.

Qualifications

• Experience in a project coordinator, PMO support, or similar project-based role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and consistent follow-through.
• Comfortable working in a fast-paced, deadline-driven environment.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Asana, SharePoint, or similar project-management tools is a plus.
• Comfortable working with schedules, timelines, deadlines, and action-item tracking.
• Ability to work independently, take initiative, and manage multiple priorities.
• Collaborative and comfortable working across departments and levels of an organization.

Preferred Experience

• Experience supporting Marketing, Construction, IT, Operations, or other cross-functional project teams.
• Familiarity with project-management concepts such as milestones, deliverables, dependencies, timelines, and scope.
• Experience coordinating meetings and following up with multiple stakeholders.