PMO Executive

Company Overview: cbs APAC is a leading international consultancy headquartered in Heidelberg, Germany. We deliver high-end quality consulting and technology services to large industrial corporations that run SAP. For more information about our company, please visit our website at cbs APAC .

Job overview: We are looking for a proactive and analytically strong PMO Executive to support project governance, controlling, and reporting across the organization. Beyond standard PMO duties, this role requires someone who can go past routine status tracking to generate meaningful insights from project data, and who is confident communicating findings and recommendations directly to senior/higher management, including the MD.

Position: PMO Executive Location: Kuala Lumpur, Malaysia Added Input: This is an ideal role for someone who enjoys structure and process but also has a curious, analytical mindset and wants exposure to strategic decision-making conversations.

Reporting Line & Key Interfaces

• Reports to: Head of PMO / Logistics Consulting Director
• Key Interfaces: Project Managers, Department Heads, Finance, Managing Director, Senior Leadership Team, and other cross-functional stakeholders.

Key Responsibilities

1. Core PMO Roles & Responsibilities

• Maintain and continuously improve PMO governance frameworks, templates, and Standard Operating Procedures (SOPs) across projects.
• Track project timelines, budgets, resources, risks, issues, and dependencies across the project portfolio.
• Facilitate project status meetings, steering committee meetings, and governance reviews, including agenda preparation and meeting minutes.
• Maintain and monitor project RAID logs (Risks, Assumptions, Issues, and Dependencies) and follow up on action-item closure.
• Ensure project documentation, including project charters, plans, change requests, and closure reports, is complete, accurate, and centrally maintained.
• Support Project Managers with project scheduling, resource allocation tracking, and change control processes.
• Ensure adherence to organizational project management methodologies, including Waterfall, Agile, or Hybrid approaches, as applicable.
• Support project audit readiness and governance compliance.
• Coordinate with Finance, Procurement, and Operations teams on project controlling activities, including budgets, purchase orders, vendor tracking, and related matters.

2. Data Analysis & Insight Generation

• Consolidate project controlling data, including cost, schedule, resource utilization, and milestones, from multiple sources into a centralized reporting framework.
• Analyse trends, variances, and patterns across the project portfolio, going beyond standard status reporting to identify recurring causes of delays, budget overruns, and resource bottlenecks.
• Build and maintain dashboards using Excel, Power BI, Tableau, or equivalent tools to provide clear and timely visibility into project and portfolio health.
• Translate data into clear, actionable insights and recommendations for the Managing Director (MD) and leadership team, highlighting **what happened, why it happened, and what action is required**.
• Perform root-cause analysis for underperforming projects and recommend appropriate corrective actions.
• Support portfolio-level analysis, including resource capacity versus demand, project prioritization, and ROI/benefit tracking.

3. Executive Communication & Presentation

• Prepare high-quality, concise presentation decks and management reports for the MD and senior leadership.
• Present project status, portfolio insights, key risks, and recommendations confidently in leadership and steering committee meetings.
• Respond effectively to questions from senior stakeholders, clearly explaining the rationale behind data, insights, and recommendations.
• Tailor communication style and level of detail to different audiences, from technical/project teams to executive leadership.
• Escalate critical risks and issues to management in a timely, structured, and solution-oriented manner.

4. Teamwork & Stakeholder Collaboration

• Work closely with Project Managers, Department Heads, and cross-functional teams to collect accurate and timely project information.
• Build strong working relationships across the organization and position the PMO as a **value-adding business partner**, rather than solely a reporting function.
• Support and mentor junior PMO team members and interns, where applicable.
• Contribute positively to team culture by sharing knowledge, insights, and PMO best practices.