PMO, Project Coordinator

POSITION SUMMARY

 

Work location:   This position requires on-site presence at our East River, Houston, Texas location. 

 

The primary purpose of this position is to support the successful planning and execution of the project deployments by providing day-to-day coordination, administrative, and project controls support to the Project Manager and project leadership team. Responsibilities include coordinating meetings and project communications, maintaining project documentation and logs, tracking actions/risks/issues/decisions, supporting testing and training coordination, and ensuring project activities are organized, visible, and progressing according to plan.

 

The incumbent must support the guiding beliefs and core values of Orion, which are centered on Safety, Quality, Delivery, and Teamwork, each built on the foundation of Integrity.

 

SPECIFIC RESPONSIBILITIES

 

Project Coordination & Governance

• Supports the PMO Project Manager with assigned tasks across project workstreams (Finance, Operations, Projects, Procurement, etc.), including cross-functional coordination with business and IT stakeholders.
• Coordinates recurring project meetings (steering committee, workstream sessions, status reviews) including agendas, attendance, meeting materials, and minutes.
• Maintains and publishes project calendars, meeting notes, and distribution lists; follows up to ensure action items are completed by owners and due dates.
• Maintains project governance artifacts such as RACI, stakeholder lists, decision logs, and escalation paths.

 

Project Controls (Schedule / RAID / Status)

• Maintains the project action log and RAID log (Risks, Assumptions, Issues, Dependencies) including documentation of mitigation plans, owners, due dates, and status.
• Supports schedule management by updating project plans (e.g., MS Project, Smartsheet, Azure DevOps, or other tool) with progress updates from workstream leads.
• Assists with weekly/monthly status reporting: consolidates inputs, tracks milestones, highlights blockers, and prepares dashboards and summary updates for leadership.

 

Documentation & Deliverable Management

• Organizes and maintains project documentation in approved repositories (Teams/SharePoint) with clear version control and naming standards.
• Tracks deliverables and approvals, ensuring required reviewers sign off and the audit trail is retained.
• Helps draft and format project artifacts such as charters, workplans, process maps, SOPs, and transition materials as needed.

 

Testing, Training, and Cutover Support

• Coordinates testing logistics (test schedules, invites, test user lists, environment access requests) and tracks testing progress (unit, integration, end-to-end, UAT) with workstream leads.
• Supports training coordination by tracking course readiness, rosters, attendance, and completion; assists with training communications and logistics.
• Supports cutover readiness activities by tracking cutover checklists, dependencies, and open items; supports hypercare planning and go-live communications.

 

Vendor / Partner & Financial Administration

• Assists with administrative coordination for project partners (meeting coordination, document sharing, action tracking).
• Supports project administrative tasks such as invoice tracking, status of vendor deliverables, and organizing supporting documentation as requested by the Project Manager.

 

General

• Protects confidential and proprietary information related to Orion, its employees, systems, financials, and vendors.
• Performs other related duties as assigned by the Project Manager, PMO leadership, or the Vice President of Information Technology, consistent with the role.

 

EMPLOYEE SAFETY AND COMPLIANCE

 

• Responsible and accountable for incumbent’s own personal safety.
• Responsible and accountable for the safety of all co-workers and any others inc