PMO Specialist

Overview

The Work

As a part of Cayuse’s Operations group, specifically the Program Management Office (PMO) organization, the PMO Specialist will provide direct support to one or more Program Managers and multiple Project Managers to serve as the primary Point of Contact (POC) in all aspects of project control, design action plans to increase productivity, manage project costs, and keep projects on schedule for completion, facilitate all administrative requirements in the execution of client contract/project requirements throughout their lifecycles. Working with senior management, the PMO Specialist works on overall project planning and formulates reports based on project scheduling and timetables for deliverables.

Responsibilities

Key Responsibilities

• Evaluate and monitor the overall project.
• Support and ensures performance of technical support on projects or tasks in accordance with contract requirements and appropriate policies, procedures, and guidelines.
• Create, manage, and disburse reports related to the project.
• Perform analyses and prepare reports and deliverables supporting the program management function.
• Notify the entire project team about abnormalities or variances.
• Maintain proactive awareness of all current projects and proposals through communication with the Program Manager and project managers.
• Review and report the project’s budget and finances – determine projects requiring invoicing for the period, prepare monthly invoice requests to accounting, track accounting’s preparation of invoices and submittal to client, track outstanding invoices for follow-up by Project Manager, run Accounts Receivable Aging reports.
• Review subcontractor and vendor invoices and back-up documentation for accuracy and completeness and liaise with subcontractors and vendors as directed by project managers to resolve issues.
• Provide administrative support and coordination to the Task Order or project task(s).
• Development of but not limited to; project schedules, work plans, project work packages, monthly updates, payroll/personnel processing, maintenance and reporting, and project/contract close-out process.
• Populate and maintain the program/project management information system data.
• Maintain contract budgets, prepare contract-billing, estimate materials, equipment, production costs and delivery schedules.
• Ensure all monthly / quarterly deliverables/documents are proofread, organized, and assembled and deadlines are met (accruals, revenue adjustments, EACs, unbilled analysis, at risk approval submissions) for multiple concurrent projects, maintaining version control.

• Maintain Program internal meeting calendar and arrange internal and external teleconferences/videoconferences.
• Manage administration and purchases of equipment and supplies as related to Task Order requirements.
• Facilitate the onboarding, transitioning, and out-processing of staff on projects according to the company policies and procedures.
• Provide training of PMO processes to the project team and staff.
• Define and implement program schedules for all employee activities, including travel, benefits etc.
• Optimize operating results in terms of cost, methods, and personnel and implements quality assurance program directives.
• Draft project proposals and requests for information documents, cost estimates and quotes, and obtaining vendor/subcontractor pricing.
• Assist with project capture and business development efforts, including formatting and assembly of past performance documentation, staff resumes and other document components.
• Other duties as assigned.

Qualifications

Qualifications – Here’s What You Need

• Requires a bachelor’s degree in Business Administration or a related field, or equivalent experience OR Associates Degree in related field from an accredited university/college with four years project support experience including experience supporting administrative and organizational needs of multiple technical staff.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Monitor and manage Quality Management System (QMS) compliance for projects.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.) applications
• Proficient in Adobe Acrobat
• Skilled briefer with excellent interpersonal and communication skills
• Highly motivated and is at ease with handling or managing multiple tasks at any one time.
• Excellent business acumen and industry acumen Ability to maintain effective and proactive communication with multiple Program staff and non-Program staff (email, telephonic, instant messaging, meetings) across multiple time zones.
• Ability to forge new relationships, individual and teaming in nature.
• Highly motivated and is at ease with handling or managing multiple tasks at any one time.
• Excellent business acumen and industry acumen
• Ability to forge new relationships, individual and teaming in nature.
• Self-starter, ability to independently, yet as part of a team.

Preferred Qualifications:

• Must have related work experience of 3-5 or more years in a federal business environment functioning in a business operation, project control, or finance/accounting role.
• Solid understanding of all government contract types and related contract terms and conditions
• Working knowledge of basic Federal Contracting and accounting principles highly desired.
• Experience in the development, collection, analysis and reporting of personnel and financial requirements.
• Ability to multi-task and work in a fast-paced environment, while maintaining attention to detail
• Proven organizational skills in an environment supporting multiple technical staff.
• Working knowledge of ISO quality processes and/or Project Management Institute (PMI) philosophy and project management approaches
• Demonstrated working knowledge of the FAR and other government regulations.
• Demonstrated understanding of and experience with federal contracting approaches and vehicles, including IDIQs, CTAs, Category Management, best-in-breed, etc.
• Monitor and manage Quality Management System (QMS) compliance for projects.

Our Commitment to you / overview of benefits

• Medical, Dental and Vision Insurance; Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Programs Management Office Manager

Working Conditions

• Professional remote office environment.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.

Originally posted on Himalayas