PMO Officer

PMO Officer
Start date: ASAP
Duration: 6 months
Location: Hoboken, Belgium
Rotation: Monday-Friday

Client information

We are striving to meet rising demand for metal-based technologies and recycling, cleaner mobility solutions, and the advanced materials needed for energy, electronics, space exploration, and more. Leveraging decades of expertise in materials science, metallurgy, chemistry, and metals management, we are powering the cars of today and tomorrow, reducing harmful emissions and are giving new life to used metals. .

Department description and responsibilities
The central warehouse in Hoboken (warehouse 41) supports the site’s operations with goods receipt, storage, shipment coordination and the repair flow of materials. Warehouse administration runs largely in SAP (Warehouse Management, Inventory Management and Materials Management). The team, a small group of warehouse administrators supported by a coach, recently went live with a new software system and is still embedding it in daily work. To address the “MAG41” building situation and the related warehouse transformation needs, the client is establishing a temporary project structure consisting of a part-time Senior Project Manager and a full-time Project Management Officer. Additional operational support will be deployed on an ad hoc basis, depending on the requirements of each project phase. Project description The temporary project structure consists of:
• A part-time Senior Project Manager, responsible for overall project leadership, governance, workstream coordination and reporting to the Steering Committee.
• A full-time Project Management Officer, responsible for the daily coordination, planning, monitoring, documentation and reporting of the project.
• Additional operational support, deployed on an ad hoc basis according to the requirements of each project phase.
The PMO reports to and works under the direction of the Senior Project Manager. Operational activities and line-management responsibilities remain within the warehouse organization. The PMO translates the defined project scope into an integrated and budgeted project plan and coordinates the daily follow-up of workstreams, milestones, actions, risks, decisions, dependencies, budget and stakeholder communication under the direction of the Senior Project Manager. This is a hands-on project coordination role in an operational and technical environment, not a purely administrative PMO role. The PMO is expected to take ownership of project follow-up and coordination, while operational ownership remains within the line organization.

Primary tasks and responsibilities
Project planning and follow-up
• Translate the MAG41 remediation scope and warehouse transformation objectives into an integrated project plan covering scope, workstreams, deliverables, milestones, owners, resources, dependencies and decision points.
• Consolidate the handover from the initial crash-action phase into the integrated project plan, including ongoing interventions, contractor activities, technical findings, costs, risks, decisions and open actions.
• Maintain the master planning and ensure alignment between technical works, safety measures, operational constraints, material relocations and other project workstreams.
• Track the actions and deliverables of internal stakeholders, engineering partners, contractors and temporary support providers.
• Track progress across the workstreams and coordinate with the people involved.
• Maintain a structured overview of actions, decisions, risks and open issues, and escalate where needed.
• Prepare and document project and steering meetings: agenda, presentations, minutes and action points.

Budget and reporting
• Maintain the project budget, commitments, actual costs, forecasts and WBS follow-up, including external contractors and temporary support, in cooperation with P&T Controlling.
• Build and maintain project reporting covering progress, milestones, budget, risks, issues, decisions, dependencies and operational impact. Include warehouse performance indicators only where relevant to assessing project impact or operational continuity.
• Perform quality checks on project documentation and reports.
Stakeholder management and communication
• Act as the central coordination point for project information between the Senior Project Manager, project workstreams, warehouse representatives, technical departments, EHS, controlling, procurement and external partners.
• Prepare consolidated reporting and decision-support material for the Senior Project Manager and Steering Committee.
• Set up and follow a clear communication rhythm towards stakeholders and management.
Operational impact and coordination
· Monitor the impact of project activities on warehouse operations and ensure that constraints, risks and required mitigation actions are reflected in the project plan.
· Coordinate project-related requirements with the relevant warehouse representatives, field coaches and other internal stakeholders.
· Plan and follow up the deployment of ad hoc operational support as agreed within the project governance.
· Coordinate project-related relocations, temporary material flows and access requirements, without assuming line-management responsibility for warehouse operations.
· Escalate conflicts between project execution and operational continuity to the Senior Project Manager.

Technical profile requirements
· Minimum 5 years of experience as PMO Officer or project coordinator.
· Proven experience in warehousing, logistics or supply chain projects, e.g. warehouse reorganization, capacity improvement or a system go-live.
· Experience in an industrial project organization (production, chemicals, metals or comparable).
· Experience with budget follow-up and cost tracking on project level.
· Experience with reporting and KPI dashboards.
· Excellent knowledge of MS Office, especially Excel and PowerPoint; familiarity with MS Planner or other project management tools.
· Knowledge of SAP (WM, IM, MM) is a strong plus.

Non-technical profile requirements
· Hands-on project mindset: comfortable coordinating activities on the warehouse floor as well as preparing project and Steering Committee reporting.
· All-round project coordinator who can switch between detailed follow-up, stakeholder coordination, contractor interaction, reporting and escalation.
· Able to maintain clear boundaries between project coordination and operational line responsibility.
· Able to work effectively under the direction of a part-time Senior Project Manager and proactively prepare issues for decision or escalation.
· Calm and structured under pressure; able to bring order in a situation with limited capacity.
· Strong organizational, planning and time management skills.
· Strong coordination and stakeholder management skills, from operators to management.
· Strong analytical and problem-solving skills; able to spot anomalies in data and escalate them.
· Able to work on multiple tasks in parallel with limited supervision.
· Quick learner and self-starter.
· High level of discretion and integrity.

Methodology/Certification requirements
· Bachelor's or Master's degree in logistics, supply chain, business administration or engineering, or equivalent through experience.
· Project management certification (e.g. PMP, PRINCE2, IPMA) is a plus.
· Lean or Six Sigma knowledge is a plus.

Language proficiencies
· Fluent in Dutch (mandatory): daily communication with the warehouse team.
· Good command of English.

Location
· Hoboken, Central Warehouse (warehouse 41).
· Fulltime onsite presence, unless otherwise agreed.

Contract
· Start: as soon as possible.
· Duration: 6 months.
· Extension: to be confirmed.

Skills
· Experience as PMO Officer or Project Coordinator 5 Years Medior
· Experience in an industrial project organization 2 Years Junior
· Experience in Warehousing, Logistics or Supply Chain 2 Years Junior