PMO Administrator

About CMiC

CMiC is the leading provider of complete, integrated and advanced enterprise level software solutions for construction and capital projects. For nearly four decades, CMiC has partnered with the largest and most technologically progressive AEC firms and capital project owners in North America, gaining detailed insight into the unique business needs of the industry. From that experience, CMiC has created CMiC Enterprise, the most advanced construction and capital project software solution ever developed. Combining an incredibly flexible technological infrastructure with a philosophy of total integration, CMiC Enterprise lowers costs, improves productivity and increases interoperability.

Important Information:

• The overall hiring salary range for this position is $45K to $55K as a base and $5K to $10K bonus annually.
• This position is for an existing vacancy
• We do not use AI to screen, assess, or select applicants

ROLE OVERVIEW

The PMO Assistant provides operational, administrative, and coordination support within the Project Management Office (PMO). This role focuses on enabling the PMO team to effectively manage project oversight, governance, reporting, and continuous improvement activities.

The position is internally focused on supporting PMO processes, tools, and team members rather than direct cross-functional project delivery.

Duties & Responsibilities

PMO Operations Support

• Assist the PMO Director and PMO Operations Lead in maintaining project governance frameworks, standards, and templates
• Support the development of PMO documentation, tracking tools and systems
• Ensure project documentation is complete, up-to-date, and properly stored

Reporting & Portfolio Tracking

• Maintain and update PMO dashboards, reports, and portfolio tracking tools
• Consolidate project status updates from project managers
• Support production of weekly/monthly PMO reports and leadership presentations
• Perform data validation to ensure accuracy and consistency across reporting

Governance & Compliance

• Help enforce PMO processes, standards, and documentation requirements
• Track compliance with governance checkpoints such as stage gates and reporting cycles

PMO Tool & Data Management

• Administer PMO tools (e.g., Monday, Jira, Salesforce, MS Project, SharePoint)
• Maintain document repositories, templates, and knowledge libraries
• Support improvements to reporting tools and workflows

Meeting & Coordination Support

• Schedule and coordinate PMO meetings, including governance forums and reviews
• Prepare agendas, materials, and presentations for PMO activities
• Capture meeting minutes, decisions, and action items and track follow-ups

Continuous Improvement

• Assist in identifying and implementing improvements to PMO processes and ways of working
• Support standardization and simplification of templates, reporting, and workflows
• Contribute to PMO maturity initiatives

Requirements:
Education & Experience

• Bachelor’s degree in Business, Project Management, or related field
• 1–3 years of experience in PMO support, project coordination, or similar role

Skills & Competencies

• Strong attention to detail and data accuracy
• Excellent organizational and time management skills
• Strong Proficiency in Microsoft Excel/Word and PowerPoint including development of professional documentation, templates, presentations and reporting tools
• Familiarity with PM tools (e.g., Smartsheet, Jira, MS Project, MS Visio, SharePoint)
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a structured environment

Preferred Qualifications

• Exposure to PMO governance and portfolio reporting
• Basic knowledge of project management methodologies (Agile, Waterfall, Hybrid)
• Experience with reporting/visualization tools (e.g., Excel, Visio, PPT)
• CAPM or project management coursework (nice to have)

Key Success Factors

• High level of organization and consistency
• Strong focus on process adherence and quality
• Proactive follow-up and task ownership
• Ability to operate effectively within a structured PMO environment

Reporting Structure

• Reports to PMO Director & PMO Operations Lead

Benefits:
• Competitive benefits Package (including Health & Dental benefits)
• Paid vacation and personal days
• Townhall meetings where all employees are encouraged to participate in open discussions
• Located on York University’s campus, easily accessible by transit (TTC, GO, etc.), walking distance to shopping and restaurants
• Outdoor lunch space, including picnic tables
• An active Social Events Committee (past events include annual seasonal parties, pool and bowling tournaments, karaoke nights, Game nights, BBQ’s, and more)
• Health and Wellness focus including virtual yoga classes and wellness webinars
• RRSP Matching Program after 2 years of employment
• Experience in a rapidly growing, socially responsible corporation

CMiC is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, CMiC will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources staff of the nature of any accommodation(s) that you may require.