Program Management Office Coordinator

(Applications will be reviewed as they are received. This position will close once a suitable candidate has been selected)

The PMO Coordinator provides operational and administrative support for Toho Water Authority's Program Management Office (PMO), supporting capital projects, technology initiatives, and other strategic programs. This position strengthens governance, standardization, documentation, and reporting across PMO-led initiatives. The role supports project intake and decision gate coordination, maintains PMO systems and dashboards, and ensures consistent application of established processes. The PMO Coordinator enables structured execution by maintaining processes, tools, and reporting systems that support project managers and leadership. The role may support or coordinate internal PMO-led initiatives or improvement efforts as assigned. This position reports to the Director of PMO and collaborates cross-functionally with Engineering, Finance, Procurement, IT, and other departments as required.

ESSENTIAL FUNCTIONS:
The duties and responsibilities listed above are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related duties as assigned.

1. Maintain and update PMO templates including project charters, intake forms, trackers, status reports, and other governance documentation.
2. Coordinate project intake submissions and assist with preparation for decision gates and executive review.
3. Track submission of required project documentation including charters, baselines, schedules, and status updates to ensure adherence to established PMO standards.
4. Support development, documentation, and continuous improvement of PMO standard operating procedures and governance processes.
5. Track action items resulting from PMO meetings and follow up with responsible stakeholders to ensure timely resolution.
6. Assist in the preparation of portfolio-level and executive reporting related to capital, technology, and other PMO-supported initiatives.
7. Maintain organized electronic repositories and documentation in accordance with records management and compliance requirements.
8. Promote consistent application of established PMO processes across departments through coordination and follow-up.
9. Support implementation, configuration, and ongoing administration of PMO software platforms and reporting tools.
10. Assist project managers and staff with onboarding, training coordination, and basic system support related to PMO tools.
11. Maintain dashboards and reporting views related to project status, portfolio performance, and funding tracking as applicable.
12. Conduct routine data quality checks to ensure accuracy, completeness, and reliability of reporting information.
13. Serve as first-level support for PMO tool-related inquiries prior to escalation to IT or external vendors.
14. Support coordination across departments related to capital planning, funding initiatives, and documentation exchanges.
15. Maintain tracking logs related to funding milestones, reporting deadlines, or compliance documentation as applicable.
16. Assist in compiling documentation required for audits, reporting, or leadership review.
17. Support internal PMO-led initiatives and improvement efforts as assigned.
18. All other duties as assigned.
    
    

MINIMUM QUALIFICATIONS:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain that required qualification would be:

1. Bachelor's degree in Business, Administration, Construction Management, Engineering Technology, or related field.
2. Three (3) to five (5) years of experience in project coordination, program support, or structured administrative environments.
3. Strong proficiency in MS Office Suite and reporting tools.
4. Experience working with document management or enterprise systems.
5. Strong verbal and written communication, exceptional organizational skills and time management,
6. Must possess and maintain a valid State of Florida Class E Driver's License.

1. Experience in public sector, utilities, construction, or infrastructure environment.
2. Familiarity with Capital Improvement Programs (CIP).
3. Experience supporting compliance documentation or audits.
4. Exposure to project management software platforms.
5. Knowledge of project management and process improvement methodologies.
   
   

PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and bend, kneel, squat, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Environmental factors include indoor, flat surface, noise, sitting with occasionally walking and standing. When in the field occasionally the work environment includes outdoor conditions; rugged terrain, slippery surfaces, varying weather, including, heat, cold, dry, wet weather.

Health, Dental, and Vision Medical Insurance

Employee Onsite Wellness Center

401(a) and 457 Retirement Plans

Retirement Match

Group Basic Life Insurance / AD&D

Paid Vacation and Holidays

Paid Sick Time / Sick Bank

Employee Assistance Program

Flexible Spending Account Program

Dependent Care (FSA)

Longevity and Christmas Bonuses

Tuition Reimbursement

01

What project coordination or PMO support experience do you have?

02

What tools or systems have you used to track projects or documentation?

• Excel project trackers
• SharePoint / document management systems
• Project management software (MS Project, Smartsheet, Procore, etc.)
• Dashboards or reporting tools (Power BI, Tableau, etc.)
• Other

03

Have you ever helped improve a workflow, template, or internal process? Please briefly describe the change.

Required Question