PMO, Project Coordinator

POSITION SUMMARY

 

Work location:   This position requires on-site presence at our East River, Houston, Texas location. 

 

The primary purpose of this position is to support the successful planning and execution of the project deployments by providing day-to-day coordination, administrative, and project controls support to the Project Manager and project leadership team. Responsibilities include coordinating meetings and project communications, maintaining project documentation and logs, tracking actions/risks/issues/decisions, supporting testing and training coordination, and ensuring project activities are organized, visible, and progressing according to plan.

 

The incumbent must support the guiding beliefs and core values of Orion, which are centered on Safety, Quality, Delivery, and Teamwork, each built on the foundation of Integrity.

 

SPECIFIC RESPONSIBILITIES

 

Project Coordination & Governance

• Supports the PMO Project Manager with assigned tasks across project workstreams (Finance, Operations, Projects, Procurement, etc.), including cross-functional coordination with business and IT stakeholders.
• Coordinates recurring project meetings (steering committee, workstream sessions, status reviews) including agendas, attendance, meeting materials, and minutes.
• Maintains and publishes project calendars, meeting notes, and distribution lists; follows up to ensure action items are completed by owners and due dates.
• Maintains project governance artifacts such as RACI, stakeholder lists, decision logs, and escalation paths.

 

Project Controls (Schedule / RAID / Status)

• Maintains the project action log and RAID log (Risks, Assumptions, Issues, Dependencies) including documentation of mitigation plans, owners, due dates, and status.
• Supports schedule management by updating project plans (e.g., MS Project, Smartsheet, Azure DevOps, or other tool) with progress updates from workstream leads.
• Assists with weekly/monthly status reporting: consolidates inputs, tracks milestones, highlights blockers, and prepares dashboards and summary updates for leadership.

 

Documentation & Deliverable Management

• Organizes and maintains project documentation in approved repositories (Teams/SharePoint) with clear version control and naming standards.
• Tracks deliverables and approvals, ensuring required reviewers sign off and the audit trail is retained.
• Helps draft and format project artifacts such as charters, workplans, process maps, SOPs, and transition materials as needed.

 

Testing, Training, and Cutover Support

• Coordinates testing logistics (test schedules, invites, test user lists, environment access requests) and tracks testing progress (unit, integration, end-to-end, UAT) with workstream leads.
• Supports training coordination by tracking course readiness, rosters, attendance, and completion; assists with training communications and logistics.
• Supports cutover readiness activities by tracking cutover checklists, dependencies, and open items; supports hypercare planning and go-live communications.

 

Vendor / Partner & Financial Administration

• Assists with administrative coordination for project partners (meeting coordination, document sharing, action tracking).
• Supports project administrative tasks such as invoice tracking, status of vendor deliverables, and organizing supporting documentation as requested by the Project Manager.

 

General

• Protects confidential and proprietary information related to Orion, its employees, systems, financials, and vendors.
• Performs other related duties as assigned by the Project Manager, PMO leadership, or the Vice President of Information Technology, consistent with the role.

 

EMPLOYEE SAFETY AND COMPLIANCE

 

• Responsible and accountable for incumbent’s own personal safety.
• Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with.
• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
• Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).
• All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company.

 

POSITION COMPENTENCIES   

 

• Business Acumen: Understands how ERP and project controls support field and back-office execution; aligns work to business outcomes.
• Change Management: Demonstrates readiness and support for organizational change; helps remove friction through communication and follow-through.
• Collaboration: Builds constructive relationships across workstreams, divisions, and vendors to meet mutual objectives.
• Communication (Verbal/Written): Produces clear meeting notes, status summaries, and communications; escalates appropriately.
• Managing Work: Strong organization, prioritization, and follow-up to drive closure on actions and deliverables.
• Problem Solving: Anticipates issues, surfaces risks early, and proposes options to maintain momentum.
• Safety Orientation: Demonstrates responsibility and accountability for safe work practices.
• Trust and Integrity: Handles sensitive information with discretion; follows through on commitments.

JOB SPECIFIC COMPENTENCIES

 

• Work Standard: Sets high standards for accuracy, documentation quality, and timely follow-up; completes assignments with minimal supervision.
• Project Hygiene: Maintains clean, current logs (actions/risks/issues/decisions), document repositories, and meeting cadences.
• Stakeholder Service Mindset: Responsive, professional, and solutions-oriented with leaders and frontline teams.

 

POSITION REQUIREMENTS

 

A Bachelor’s degree in Business, Information Systems, Construction Management, or related field or equivalent certifications and 2 years of experience as a project coordinator, PMO coordinator, or similar role supporting cross-functional projects. Preferred experience supporting ERP implementations (Dynamics 365 or similar) and/or construction/engineering project environments. Proficient with Microsoft 365 (Teams, Outlook, Excel, PowerPoint, Word, SharePoint). Experience with MS Project, Smartsheet, Jira/Azure DevOps, or similar tools preferred. Strong documentation skills (minutes, action tracking, status reporting) with high attention to detail. Ability to work with multiple stakeholders, maintain confidentiality, and operate effectively with changing priorities Discretion and trustworthiness, and the ability to keep all Company information and materials strictly confidential (both internally and externally) are essential elements of this position.

 

The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace.  Failure to do so can result in disciplinary action, up to and including termination of employment.

 

PHYSICAL/MENTAL REQUIREMENTS

 

The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation. 

 

The individual must also be able to wear and properly utilize appropriate personal protective equipment if required to work or visit the jobsite.  This may include hard hat, safety glasses, respirators, ear plugs, steel-toed shoes, personal flotation devices, or other equipment as required by the work performed and location the work is being done. 

 

The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise.

 

Light physical requirements are occasionally involved including lifting objects that may weigh up to 60 lbs.