About this role
MUFG Pension & Market Services is a global, digitally enabled business that empowers a brighter future by connecting millions of people with their assets – safely, securely and responsibly.
Through our two businesses MUFG Retirement Solutions and MUFG Corporate Markets, we partner with a diversified portfolio of global clients to provide robust, efficient and scalable services, purpose-built solutions and modern technology platforms that deliver world class outcomes and experiences.
A member of MUFG, a global financial group, we help manage regulatory complexity, improve data management and connect people with their assets, through exceptional user experience that leverages the expertise of our people combined with scalable technology, digital connectivity and data insights.
Overview
The PMO Coordinator supports effective portfolio, programme, and project governance by managing the end-to-end Work Request (WR) lifecycle and coordinating key PMO activities. The role is responsible for maintaining accurate and timely information across JIRA, SharePoint, and other PMO systems, while supporting planning, reporting, estimation, quote approvals, schedule readiness, actuals tracking, RAID management, and governance forums. The position proactively engages with stakeholders to ensure the timely progression of work, adherence to governance standards, and the effective management of risks, issues, and dependencies.
Key Accountabilities and main responsibilities
Strategic Focus
• Support the PMO Manager in coordinating portfolio, programme, and project activities across the APAC and EMEA portfolios. • Promote the consistent application of PMO standards, templates, governance processes, and best practices throughout the project lifecycle. • Provide accurate and reliable data, analysis, and reporting to support informed prioritisation, planning, and delivery decisions by business leaders and stakeholders. • Contribute to the continuous improvement of PMO processes, tools, dashboards, workflows, reporting capabilities, and overall stakeholder experience.
Operational Management
• Manage assigned Work Requests (WRs) throughout the full lifecycle, including intake, triage, high-level estimation (HLE), quote management, approvals, scheduling readiness, actuals processing, and closure activities. • Triage new Work Requests, validate mandatory information and project codes, route requests to the appropriate estimation or delivery stream, and prepare weekly governance and prioritisation meeting agendas. • Coordinate with Subject Matter Experts (SMEs) to obtain high-level estimates and support the completion of E-Quotes within agreed service level timelines. • Proactively track quote approvals, update workflow statuses upon approval, confirm scheduling readiness, and facilitate a comprehensive handover to the relevant Release Manager. • Process actuals for applicable Fee-for-Service engagements, coordinate reviews, and support the timely closure of Work Requests. • Maintain accurate and up-to-date JIRA dashboards, workflow statuses, Fix Versions, project codes, and mandatory data fields as the authoritative source of operational information. • Monitor ageing requests and backlog items, revalidate stalled requests with requestors, and escalate risks, delays, issues, or unresolved dependencies as required. • Consolidate, review, and quality-assure weekly programme and portfolio status reports, ensuring clear visibility of progress, risks, issues, dependencies, and key actions. • Maintain RAID logs, benefits registers, action logs, project plans, and other PMO artefacts, ensuring records remain accurate, complete, current, and audit-ready. • Coordinate governance forums, meetings, and workshops; prepare and distribute meeting materials, document decisions, actions, risks, issues, and dependencies, and track them through to closure. • Maintain PMO documentation and knowledge repositories within SharePoint and other PMO platforms, including document management, archiving, and onboarding support. • Serve as the first point of contact for PMO-related process, workflow, reporting, governance, and system queries.
People Leadership
• Build and maintain effective working relationships with Project Managers, Portfolio Managers, Release Managers, SMEs, business owners, Finance teams, and other key stakeholders. • Drive successful outcomes through proactive communication, clear accountability, and disciplined follow-up, while appropriately escalating issues requiring decisions, support, or intervention. • Provide guidance on PMO processes, JIRA data standards, project code management, and governance requirements to enhance team capability and compliance. • Support the onboarding of new team members and contribute to a collaborative, inclusive, and customer-focused PMO culture.
Governance & Risk
• Ensure compliance with approved governance processes, documentation standards, financial controls, and audit requirements. • Validate that Work Requests (WRs) are assigned the correct project codes and include all required supporting documentation, references, and approvals, particularly for risk-related and high-value initiatives. • Escalate high-cost or high-effort requests in accordance with established governance thresholds and ensure all mandatory approvals are obtained and documented. • Proactively identify risks, issues, dependencies, and control gaps, taking appropriate action to resolve them or escalating them promptly to the PMO Manager and relevant stakeholders as required. • Support programme and project health checks, maintaining appropriate evidence and documentation to demonstrate compliance, governance adherence, and decision traceability.
The above list of key accountabilities is not an exhaustive list and may change from time-to-time based on business needs.
Experience & Personal Attributes
Experience
• Experience working within a PMO, Programme Office, Project Office, programme support, project administration, or a similar structured project delivery environment. • Demonstrated experience coordinating project and programme governance activities, status reporting, meetings, action tracking, and document management. • Hands-on experience managing workflow records and maintaining accurate dashboards, reports, and project data within JIRA or a comparable PPM/work management platform. • Sound understanding of project lifecycles, governance frameworks, RAID management, estimation processes, change control, and scheduling coordination. • Proficient in Microsoft Excel, Word, PowerPoint, Outlook, and SharePoint; experience with Microsoft Project and/or Power BI is advantageous. • Proven ability to engage and collaborate effectively with stakeholders across different organisational levels, while coordinating inputs from both business and technical teams. • A bachelor's degree or relevant professional qualification is preferred; a project management, PMO, or related certification would be highly desirable.
Personal Attributes
• Proactive, accountable, and comfortable taking end-to-end ownership of assigned responsibilities. • Highly organised and detail-oriented, with strong prioritisation, planning, and time management skills. • Excellent verbal and written communication skills, with the ability to tailor messages effectively to different audiences and stakeholder groups. • Strong interpersonal skills, with the ability to build trusted relationships, collaborate across teams, and drive outcomes through effective follow-up. • Analytical and quality-focused, with the ability to identify risks, issues, bottlenecks, control gaps, and opportunities for improvement. • Process-oriented and disciplined, with a continuous improvement mindset and the ability to apply practical and innovative problem-solving approaches. • Capable of working independently, managing competing priorities, and delivering results in a fast-paced environment. • Collaborative, adaptable, and customer-focused, with a commitment to fostering an inclusive and supportive team culture. • Demonstrated ability to manage work throughout its lifecycle, from intake and planning through to execution, monitoring, and closure. • Maintains accurate, transparent, and audit-ready information, ensuring data integrity and reporting accuracy across PMO systems. • Effectively coordinates priorities, meetings, dependencies, documentation, and follow-up actions to ensure timely delivery of outcomes. • Builds and maintains strong stakeholder relationships while communicating clearly and professionally with business, delivery, and technical teams. • Applies governance standards consistently, proactively identifies risks and issues, and escalates matters appropriately when required. • Takes ownership of deliverables, follows through on commitments, and ensures actions are completed within agreed timeframes. • Uses data, sound judgement, and practical insights to improve processes, enhance service quality, and drive operational efficiencies. • Works effectively within global and cross-functional teams, valuing diverse perspectives and contributing to an inclusive work environment.