IT PMO Project Coordinator

Job Description

Job Description

Job Title: IT PMO Project Coordinator
Work Location: The Woodlands, TX
Duration: Contract-to-Hire (projected at 6 months)

Education/Experience Required: Strong organization skills with good governance and change management processes.

ABOUT THE ROLE

We are seeking a highly organized and proactive Project Coordinator to support the D365 and related applications implementation within the Project Management Office (PMO). This hands-on coordination role will provide the day-to-day execution support needed to keep a complex, cross-functional program moving across our client's business and IT teams, partner company, a System Integrator (SI), and multiple functional and technical workstreams. The role will own project coordination activities including scheduling and meeting logistics, agenda and working-session preparation, action-item follow-up, requirements-review coordination, documentation control, Azure DevOps (ADO) administration, status inputs, and traceability across open items, decisions, risks, dependencies, testing, training, and readiness activities. This role enables project managers and senior PMO resources to remain focused on integrated planning, governance, stakeholder alignment, escalation, risk and dependency management, and delivery accountability.

RESPONSIBILITIES

• Coordinate the integrated D365 and custom applications' project meeting cadence across the client organization, the application partner, the SI, and internal business and IT stakeholders, including recurring project meetings, vendor updates, requirements discussions, technology planning sessions, governance conversations, ADO working sessions, and follow-up meetings for unresolved topics.
• Maintain a rolling three-month project calendar to proactively align resources, identify scheduling conflicts, account for close activities and other business-critical commitments, and ensure required meetings, reviews, working sessions, and readiness activities are planned sufficiently in advance.
• Prepare meeting agendas, working-session materials, required inputs, notes, and outcome summaries; translate meeting outputs into documented action items, decisions, risks, dependencies, and required follow-up in the appropriate project artifact or system.
• Maintain action-item ownership and follow-up discipline by tracking each open item to an accountable owner, due date, status, dependency, and escalation path; review meetings, Teams conversations, email, documents, and project systems to confirm whether items have been resolved or require additional follow-up.
• Support ADO administration for the D365 program by reviewing open work items, monitoring ownership, status, relationships, comments, tags, iteration paths, module classifications, and required follow-up; assist with ADO walkthroughs, refresher sessions, backlog reviews, and open-item reviews as needed.
• Maintain traceability across requirements, ADO work items, decisions, risks, dependencies, testing, training, change management, and go-live readiness so delivery details remain current and connected rather than dispersed across disconnected spreadsheets, meetings, and conversations.
• Coordinate requirements-review cycles across finance, property management, integrations, data migration, reporting, tax, payments, accounts payable, accounts receivable, fixed assets, projects, and other functional or technical areas; consolidate comments, identify missing information, route questions to the appropriate owner, and prepare review and sign-off materials.
• Maintain key D365 and custom applications project artifacts, including kickoff materials, organizational-chart and governance materials, project workplans, startup documentation, budget and implementation tracking, meeting agendas, follow-up notes, requirements documentation, RAID logs, decision logs, dependency trackers, and next-step communications.
• This list is not meant to be "all-inclusive” and other job-related duties may be assigned. The client organization reserves the right to change or modify responsibilities as necessary based on business objectives.

EXPERIENCE

• 3–5 years of experience supporting project coordination, PMO administration, project operations, or related delivery support work within an IT environment.
• Experience coordinating cross-functional initiatives involving business and technical stakeholders, with exposure to Applications, Infrastructure, Security, Compliance, vendors, and implementation partners.
• Hands-on experience supporting Microsoft Dynamics 365 or comparable ERP implementation activities, including requirements coordination, functional workstream support, data migration coordination, integration tracking, testing support, training readiness, cutover planning, and post-go-live follow-up
• Experience maintaining project plans, status reporting, meeting follow-ups, RAID logs, dependency tracking, and delivery documentation with strong attention to detail.
• Familiarity with project delivery lifecycle activities, including requirements support, testing coordination, release readiness, issue tracking, and post-go-live follow-up.
• Exceptional written and verbal communication skills with the ability to prepare clear, concise, executive-ready updates and work effectively with both technical and business teams.
• Experience using Azure DevOps to support project delivery, including maintaining work items, backlog details, ownership, status, comments, tags, iteration paths, parent-child relationships, dashboards, and traceability across requirements, risks, defects, testing, training, and readiness activities; proficiency with other PMO and reporting tools such as Monday.com, MS Project, Power BI, Excel, and Microsoft collaboration tools is also preferred.
• Working knowledge of PMO governance, SDLC or Agile methods, UAT coordination, change control, and general release management practices are preferred.
• Bias for action, high ownership, and the ability to context-switch across multiple concurrent initiatives.
• Nice to have: Certifications such as CAPM, CSM, ITIL; experience with audits, control testing, and remediation (e.g., SOX, cybersecurity, vendor risk).