Job Description

Position Summary

The Head of PMO is responsible for the strategic leadership, oversight, and continuous improvement of the Project Management function, including project documentation and coordination with engineering throughout, from contract award through successful installation and commissioning. This role manages a multidisciplinary PMO team consisting of Project Managers, Project coordinators, and Document Controllers, ensuring projects are delivered on time, within budget, and to the highest standards of quality and customer satisfaction.

Essential Duties & Responsibilities

Leadership & Strategy

Develop, implement, and continuously improve project management and documentation frameworks, processes, and tools. Lead, mentor, and develop the PMO team, fostering a culture of operational excellence, teamwork, and accountability. Set clear goals, KPIs, and performance standards for project delivery, engineering output, and documentation quality. Coordinate with executive leadership to align PMO objectives with organizational strategy.

Project Oversight

Oversee all phases of projects: sales, engineering, manufacturing, documentation, installation, and commissioning. Ensure customer requirements regarding scope, performance, and delivery are met or exceeded. Monitor project execution, delivery, quality, and cost, providing guidance and corrective actions as needed. Review and approve project schedules, resource allocations, and budgets. Ensure compliance with contractual obligations, company policies, and industry standards (API, ISO, etc.).

Engineering Coordination

Coordinate closely with the Engineering Manager to ensure engineering priorities, workloads, and schedules align with overall project requirements and commitments. Ensure Project Managers maintain clear, consistent communication with Project Engineers to support thorough technical execution, compliance with project specifications, and timely delivery of engineering outputs. Oversee the integration of engineering deliverables into the overall project plan, ensuring alignment with scope, schedule, budget, and customer requirements. Facilitate cross-functional collaboration between PMs and engineering personnel to proactively identify risks, resolve issues, and support smooth project progression from design through manufacturing and installation. Support the review of engineering deliverables--such as drawings, BOMs, calculations, and procedures--from a project execution standpoint, ensuring they meet contractual and customer expectations (technical approval remains with Engineering). Ensure that engineering-related project constraints, risks, and changes are communicated to relevant stakeholders and incorporated into project plans. Partner with the Engineering Manager to drive continuous improvement in communication, handoffs, and coordination between PMO and Engineering teams.

Documentation Management

Oversee the Document Control function, ensuring all internal and external document/data requirements are met. Develop, maintain, and train staff on master control processes and documentation systems. Ensure timely and accurate generation, distribution, and archiving of project documentation. Coordinate with customer document control departments and support audits (ISO, API, customer-sponsored).

Stakeholder Communication

Serve as the principal representative to customers and internal stakeholders for all project matters. Maintain continuous contact with customers throughout the project lifecycle, resolving conflicts and incorporating changes in scope. Communicate project status, risks, and issues to executive leadership.

Financial & Resource Management

Oversee project financials, including budgeting, cost control, and profitability analysis. Ensure optimal utilization of personnel, facilities, equipment, and materials across projects. Support the timely completion of proposals, documentation, invoicing, and warranty fulfillment.

Other Duties and Responsibilities

Support and comply with corporate policies, procedures, and standards. Attend contract review, production, and project review meetings as required. Lead lessons-learned sessions and drive continuous improvement initiatives. Provide after-hours support and troubleshooting for project management, engineering, and documentation systems. Perform other duties as assigned by executive leadership.

Qualification Requirements

Bachelor's degree in Engineering, Business, or related field (advanced degree preferred). Proven experience in project management, engineering supervision, and document control within a manufacturing or engineering environment. Demonstrated leadership and team management skills. Strong analytical, organizational, and problem-solving abilities. Excellent communication and interpersonal skills. Proficiency in Microsoft Office and project management/document control/engineering software (e.g., CAD, MathCad). Working knowledge of network server systems and design/manufacturing documentation processes. Ability to work independently and as part of a team; self-motivated and detail-oriented.

Physical Requirements

Prolonged periods of sitting, standing, and walking. Occasional lifting, bending, kneeling, and climbing. * Occasional travel to project sites, customer locations, and company facilities as required.