We are seeking a highly organized and detail-oriented Project Management Assistant (PMO Analyst) to support the delivery of a Retail OMS Transformation Program. This role is critical to ensuring project governance, documentation quality, scope control, and overall project coordination across business and technology workstreams.
The successful candidate will act as the central coordination point for project documentation, requirements tracking, change management, meeting governance, and project reporting, helping ensure that the program remains on schedule, within budget, and aligned with approved scope.
Responsibilities
- Support project governance and coordination activities, including maintaining project plans, RAID logs, action logs, decision logs, and governance documentation.
- Monitor project progress, milestones, timelines, and deliverables, and prepare status reports and governance presentations.
- Coordinate project meetings, workshops, reviews, and steering committee sessions.
- Attend project and business meetings, document meeting minutes, decisions, action items, owners, and due dates.
- Track and follow up on action items across all project workstreams.
- Manage and maintain centralized tracking of business requirements, functional requirements, change requests, MVP scope, assumptions, dependencies, quotations, and scope variations.
- Ensure requirements and change requests are properly documented, approved, traceable, and aligned with project objectives.
- Assess and monitor the impact of changes on scope, budget, resources, and timelines, supporting change control processes.
- Track enhancements and scope changes, identify potential scope creep, and escalate project risks when necessary.
- Support budget and quotation management for approved change requests.
- Review project documentation to ensure completeness, consistency, traceability, and alignment across requirements, design, testing, and approved scope.
- Maintain document repositories and version control standards.
- Facilitate collaboration and communication among business stakeholders, product owners, consultants, architects, developers, and project teams.
- Follow up with stakeholders to ensure timely responses, decision-making, and completion of assigned actions.
- Provide administrative and coordination support across local, regional, and global project teams.
Required Skills & Experience
- 3–7 years of experience in PMO, Project Coordinator, Business Analyst, or Project Management Support roles.
- Experience supporting large-scale digital transformation or enterprise system implementation projects.
- Experience working in Agile, Hybrid, or Waterfall delivery environments.
- Experience with retail, e-commerce, supply chain, OMS, ERP, or CRM projects is highly desirable.
- Strong requirements management, documentation, and governance knowledge.
- Excellent organization, attention to detail, and communication skills.
- Skilled in meeting facilitation, minute-taking, and stakeholder coordination.
- Proactive, solution-oriented, and able to manage multiple priorities.
- Proficient in Microsoft Office, Teams, SharePoint, Jira/Azure DevOps, and Confluence.
- Comfortable working with multinational teams and stakeholders.
- Strong English communication; Japanese language skills are a plus.
