Assistant Manager

Job Title: PMO Analyst / PMO Lead – Operations & Vendor Management

Location: Not Specified

Employment Type: Full-Time

Experience: 5–9 Years

Number of Openings: Not Specified

Education:

• Bachelor's degree in Business Administration, Project Management, Operations Management, or a related field
• PMP, PRINCE2, or equivalent project management certification is preferred

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Summary

• Responsible for managing end-to-end PMO operations including resource onboarding/offboarding, invoicing, and vendor management coordination
• Plays a critical role in ensuring seamless project governance, operational efficiency, and compliance across business units
• Acts as a key liaison between internal stakeholders, vendors, and project teams to maintain process integrity
• Supports the Vendor Management Office (VMO) in tracking deliverables, managing contracts, and ensuring service level adherence
• Contributes to organizational objectives by streamlining operational workflows and maintaining accurate project and financial records

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Roles and Responsibilities

PMO Operations:

• Oversee and manage end-to-end PMO operational activities including governance, reporting, and process standardization
• Maintain and continuously improve PMO frameworks, templates, and standard operating procedures (SOPs)
• Track and monitor project milestones, deliverables, and timelines across multiple concurrent projects
• Support project managers and leadership with data-driven insights and operational reporting

Onboarding & Offboarding:

• Coordinate and manage the end-to-end onboarding process for new resources, including documentation, system access provisioning, and orientation facilitation
• Execute structured offboarding processes ensuring compliance, access revocation, and knowledge transfer completion
• Maintain accurate records of resource lifecycle events and ensure timely updates across relevant systems and stakeholders
• Collaborate with HR, IT, and business units to ensure a seamless onboarding and offboarding experience

Invoicing & Financial Operations:

• Manage the invoicing process including invoice generation, validation, tracking, and reconciliation
• Coordinate with finance teams and vendors to resolve billing discrepancies and ensure timely payments
• Maintain accurate financial records and support budget tracking and reporting activities
• Ensure invoicing compliance with contractual terms and internal financial policies

VMO (Vendor Management Office) Coordination:

• Act as the primary point of contact for vendor coordination, ensuring alignment with contract terms and organizational requirements
• Monitor vendor performance against defined SLAs and KPIs, escalating issues as appropriate
• Facilitate vendor onboarding, contract management, and periodic review meetings
• Maintain vendor documentation, compliance records, and performance dashboards
• Coordinate with procurement, legal, and business teams for vendor-related activities

Stakeholder Management & Reporting:

• Prepare and present operational status reports, dashboards, and executive summaries for senior leadership
• Facilitate cross-functional meetings, document action items, and track resolution of open items
• Serve as a central communication hub between project teams, vendors, and internal stakeholders

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Required Skills

Technical Skills:

• Proficiency in MS Office Suite (Excel, PowerPoint, Word) and project management tools (MS Project, JIRA, or equivalent)
• Experience with reporting and dashboard creation tools
• Familiarity with ERP or ITSM platforms for invoicing and resource management

Functional Skills:

• Strong understanding of PMO operations, governance frameworks, and project lifecycle management
• Hands-on experience in resource onboarding/offboarding processes
• Invoicing and financial reconciliation expertise
• Vendor Management Office (VMO) coordination and vendor lifecycle management
• Knowledge of SLA monitoring, contract management, and compliance tracking

Soft Skills:

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Stakeholder management and interpersonal skills
• Attention to detail and high degree of accuracy
• Problem-solving mindset with a proactive approach

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Desired Skills

• Exposure to Agile or hybrid project management methodologies
• Experience working in large-scale enterprise or IT service environments
• Familiarity with vendor risk management practices
• Knowledge of procurement and contract lifecycle management
• Experience with automation tools for operational efficiency

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Domain / Industry

• Project Management Office (PMO) | IT Services | Operations Management | Vendor Management

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Additional Sections

Tools & Technologies:

• MS Excel, MS Project, SharePoint, JIRA, ServiceNow, or equivalent ITSM/ERP platforms
• Reporting tools: Power BI / Tableau (preferred)

Certifications (Preferred):

• Project Management Professional (PMP)
• PRINCE2 Foundation/Practitioner
• Certified Associate in Project Management (CAPM)
• ITIL Foundation (advantageous for IT-aligned roles)

Compliance / SOP Exposure:

• Experience adhering to and developing SOPs for PMO operations
• Familiarity with audit readiness, documentation standards, and internal compliance requirements

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Business Required Date: Not Specified