Project Portfolio Management Software Administrator

Portfolio Project Management Software Administrator

Victaulic is seeking a Portfolio Project Management Software Administrator to own and optimize our Monday.com platform across the New Product Development (NPD) organization. This role sits at the intersection of project management methodology and platform administration, ensuring our engineering and product development teams have the workflows, dashboards, and automations they need to bring innovative mechanical piping solutions from concept to market efficiently.

As the go-to expert for Monday.com within our NPD function, you will configure and maintain portfolio-level views, standardize project tracking across multiple concurrent development programs, and drive adoption of best practices that keep cross-functional teams aligned. You will partner closely with engineering managers, program managers, and senior leadership to translate business requirements into effective platform solutions.

This role also encompasses change management and methodology support, helping teams transition from legacy processes to modern project management approaches, such as Agile hybrid and iterative workflows, while ensuring the platform evolves to meet new ways of working.

Key responsibilities include:

• Serve as the primary platform administrator for the NPD organization, managing workspaces, boards, dashboards, and user permissions with full administrative control.
• Design and maintain portfolio-level views that provide leadership with real-time visibility into project health, resource allocation, and milestone progress across the development pipeline.
• Create and enforce standardized board and doc templates, column structures, naming conventions, and color-coding standards to ensure consistency across the platform.
• Configure custom fields, status columns, people columns, timeline columns, and dependency columns to support cross-functional team assignments, development schedules, and critical-path management.
• Build native Monday.com automations using pre-built recipes, custom triggers, and custom actions to streamline recurring workflows.
• Design, build, and maintain advanced integration scenarios in Make.com to orchestrate complex, multi-step workflows.
• Develop formula columns, mirror columns, and connect boards functionality to streamline data calculations related to project timelines, resource allocation, budget tracking, and cross-functional dependencies.
• Configure sprint boards with appropriate time-boxing structures for teams adopting Agile or Agile-hybrid workflows.
• Stay current with Monday.com and Make.com product releases, new features, and API capabilities, and evaluate their applicability to Victaulic's NPD workflows.

Required qualifications include:

• Bachelor's degree in Engineering, Information Systems, Project Management, Business Administration, or a related field, or equivalent professional experience.
• 3+ years of hands-on experience administering Monday.com (or a comparable platform such as Asana, Smartsheet, or Jira) in a project or portfolio management capacity.
• Demonstrated experience supporting cross-functional product, engineering, or operations teams.
• Strong understanding of project portfolio management (PPM) concepts, including resource planning, capacity management, and stage-gate or phase-gate development processes.
• Proficiency in building Monday.com automations, integrations, dashboards, and custom workflows.
• Excellent communication and training skills with the ability to translate technical capabilities into practical solutions for non-technical stakeholders.
• Strong writing and documentation skills, with experience producing training materials, quick-reference guides, and process documentation for varied audiences.
• Strong analytical and problem-solving skills with a continuous improvement mindset.
• Demonstrated ability to engage and influence stakeholders across all levels, from individual contributors to senior leadership.
• Proven ability to define, track, and report on KPIs across multiple teams or departments, translating raw project data into actionable performance insights.
• Demonstrated discretion in handling confidential information, including budget data, resource plans, and product roadmaps with portfolio-wide visibility.

The benefits of working at Victaulic include:

• Vision, dental, and medical coverage for you and your family.
• A 401(k) plan in which Victaulic matches 100% of the first 5% of the employee's contribution. Additionally, Victaulic contributes an additional 3% of the employee's pay annually as a retirement contribution, regardless of whether the employee contributes.
• Financial protection through short and long-term disability leave, life insurance, and Cigna Assistance Program for counseling services and elder care.
• A generous Paid Time Off plan that increases along with your years of service (up to 5 unused PTO days can be carried over into the next year). We also offer Optional Time Off, where an employee can purchase up to 5 days to be used in the calendar year. Unused OTO is reimbursed at the end of the calendar year.
• Paid Parental Leave.
• A Tuition Reimbursement plan.