Focused PMO Operations Specialist at Focused Energy managing the operational foundation of the Project Management Office. Own the PMO operating rhythm, portfolio data quality, onboarding, training, and process improvement.
Responsibilities
As a PMO Operations Specialist, you'll play a central role in building and running the operational foundation of our growing Project Management Office (PMO). Working closely with the PMO Lead, you'll turn newly developed processes into practical, well-documented ways of working that are consistently adopted across dozens of active initiatives.
You'll own the day-to-day operating rhythm of the PMO, from weekly project reporting and portfolio data quality to project lead onboarding, training, and process improvement. You'll work across teams, including scientists, engineers, and project leads, helping make project management processes simple, effective, and accessible to everyone.
This is an opportunity to join the PMO during its early development and make a meaningful impact on how Focused Energy plans, tracks, and delivers its most important initiatives. You'll bring structure to complexity, ensure important details don't fall through the cracks, and help build a scalable foundation for the company's continued growth.
Own the PMO Operating Rhythm: Coordinate and manage the weekly project reporting cycle across dozens of active initiatives, ensuring timely updates, accurate information, and consistent visibility into project progress.
Drive Portfolio Data Quality: Monitor project information, identify missing or inconsistent data, follow up with project leads, and ensure leadership and teams can rely on accurate portfolio reporting.
Make PMO Processes Work in Practice: Translate newly designed PMO processes into simple, documented, and usable workflows that can be adopted consistently by project leads and non-PM colleagues.
Lead Project Onboarding and Training: Coordinate onboarding for new project leads and deliver training on PMO processes, tools, reporting expectations, and ways of working to build confidence and self-sufficiency.
Improve Processes and Efficiency: Identify recurring manual tasks, process gaps, and opportunities for improvement, helping streamline workflows and flag opportunities for automation.
Drive Improvement Initiatives: Partner with the PMO Lead on selected PMO improvement projects, taking ownership of execution, coordination, documentation, and follow-through.
Support Cross-Functional Collaboration: Prepare and support workshops, meetings, and working sessions, ensuring the right information is available, discussions stay organized, and agreed actions are followed through.
Maintain Clear Documentation: Ensure PMO processes, project information, and supporting documentation are complete, accessible, and consistently maintained.
Keep Things Moving: Proactively identify overdue actions, unclear responsibilities, and emerging gaps, escalating risks to the PMO Lead before they impact project delivery.
Qualification
You enjoy working with diverse teams
Required
You understand project management fundamentals and the importance of consistent reporting, reliable documentation, clear ownership, and effective coordination across multiple initiatives.
You are highly organized and detail-oriented, with the ability to manage competing priorities, recurring deadlines, and large volumes of project information without losing sight of the bigger picture.
You are comfortable translating processes and concepts into practical workflows, documentation, and guidance that people outside of project management can easily understand and adopt.
You take an ownership-driven approach to your work, naturally identifying what's missing, unclear, or unfinished and proactively driving it toward resolution.
You are a clear and confident communicator in both German and English, able to follow up persistently and constructively with stakeholders across different functions and levels of technical expertise.
You enjoy working with diverse teams, including scientists, engineers, and business professionals, and can adapt your communication style to different audiences.
You demonstrate good judgment and understand when to make decisions independently versus when to escalate process or scope changes to leadership.
You thrive in an evolving environment where processes are still being established and enjoy bringing structure, consistency, and momentum to a growing organization.
