Program Management Office Coordinator
Posted Today by Vallum Associates
Negotiable
Undetermined
Undetermined
London Area, United Kingdom
Summary: The Program Management Office Coordinator is responsible for defining, documenting, and managing processes while coordinating a weekly intake process. This role involves ensuring clear ownership and follow-through on actions, as well as fostering continuous improvement. The coordinator will work closely with process owners to transition processes from definition to active use and maintain a stable operational state. Strong documentation and meeting management skills are essential for success in this position.
Key Responsibilities:
- Document media processes clearly and consistently, ensuring they are easily understood by stakeholders.
- Capture and clarify roles and responsibilities within each process.
- Support process owners in transitioning processes from definition to active use.
- Ensure processes are formally communicated and understood, addressing any gaps.
- Nurture processes into a stable “business as usual” state with good performance.
- Own and run the weekly intake meeting, coordinating logistics and capturing actions and decisions.
- Proactively follow up on actions arising from meetings to ensure accountability.
Key Skills:
- Experience in operations, PMO, business analysis, or process improvement.
- Strong documentation skills, particularly in translating processes into clear visual artefacts.
- Good understanding of roles & responsibilities, handoffs, and governance within business processes.
- Confident in managing recurring meetings and keeping discussions on track.
- Comfortable working with multiple stakeholders and following up on actions diplomatically.
- Proactive, organized, and able to work with limited supervision once onboarded.
Salary (Rate): undetermined
City: London Area
Country: United Kingdom
Working Arrangements: undetermined
IR35 Status: undetermined
Seniority Level: undetermined
Industry: Other
Role Purpose To support the definition, documentation and ongoing management of processes, and to run and coordinate a weekly intake process, ensuring clear ownership, follow-through on actions and continuous improvement.
Key Responsibilities
- Process Documentation
- Take the almost defined media processes and document them clearly and consistently (e.g. in PowerPoint).
- Ensure that each process is described in a way that can be easily understood and followed by stakeholders.
- Capture and clarify roles and responsibilities (R&Rs) within each process.
- Work with process owners to “babysit” these processes into life – i.e. support them as they move from definition to active use.
- Help ensure processes are formally communicated, understood and “closed down” as complete (addressing any gaps).
- Depending on progress, help nudge / nurture a subset of processes into a stable “business as usual” state where performance is good and they require minimal ongoing attention.
- Intake Process Management
- Own and run the weekly intake meeting once up to speed (following a warm handover).
- Coordinate meeting logistics (agenda, materials, attendees).
- Capture actions and decisions in a clear, structured way.
- Proactively chase and follow up on actions arising from the meeting to ensure momentum and accountability.
Skills & Experience
- Experience in operations, PMO, business analysis or process improvement.
- Strong documentation skills – able to translate “almost defined” processes into clear, visual, and easy-to-understand artefacts (PowerPoint in particular).
- Good understanding of roles & responsibilities, handoffs and governance within business processes.
- Confident managing recurring meetings: preparing agendas, keeping discussions on track, capturing actions and following up.
- Comfortable working with multiple stakeholders and chasing actions diplomatically but firmly.
- Proactive, organised and able to work with limited supervision once onboarded.