Project Management Office (PMO) Admin

INKUBIT is your partner for successful digital transformation with Microsoft Dynamics 365 and the Power Platform. We are experts in BI and analytics solutions such as Power BI and data & AI technologies such as Azure and Fabric. Our goal is to accompany our customers through all phases of digital transformation and to continuously improve their business success through innovation, automation and increased efficiency. 

Our full-service approach includes the entire application lifecycle – from initial consultation to implementation and ongoing system maintenance. We attach great importance to high-performance and integrated solutions that meet your specific requirements. 

With our in-depth expertise and holistic consulting approach, we support companies in achieving efficient processes in their value chain in today’s dynamic business world. Rely on INKUBIT to successfully shape your digital transformation. 

Summary of the position: 

The PMO Admin supports the Project Management Office in ensuring smooth project operations and efficient task tracking. This role handles a range of organizational and assistance tasks to help keep internal processes efficient, including document creation, HR synchronization, and data upkeep. The PMO Admin’s core responsibilities include task management, maintaining templates and documentation, and handling ad-hoc requests, which may come from team members across departments and from executive leadership. This position is designed for an individual who thrives in a structured environment, balancing a variety of support tasks with a proactive approach to improving internal workflows. Strong organizational skills, attention to detail, and the ability to prioritize multiple tasks are essential to success in this role. 

Main responsibilities: 

• Deactivate outdated or irrelevant tasks to keep internal systems accurate. 
• Create and manage internal templates and documents, updating materials as needed for team use. 
• Assist in HR-PO synchronization and maintain documentation for onboarding and resource management, supporting HR and other departments with accurate, timely information. 
• Respond to requests from team members, including high-priority assignments from the CEO, such as creating documents or conducting research. 
• Provide support to the accounting department with administrative tasks, including organizing and updating internal data. 
• Maintain the internal wiki, ensuring content reflects current processes, templates, and standards for easy access by team members. 
• Maintain and update project details, including milestones, deadlines, and team responsibilities. 
• Automate task reporting processes, reducing manual work and ensuring data accuracy. 
• Generate monthly summaries on completed internal tasks and workload distribution to support process improvement and task prioritization. 
• Collaborate with the PMO team to provide insights on task distribution and project performance. 

What we offer 

• Location-independent digital working with flexible working hours (completely remote) 
• Working with the latest cloud technologies in national and international projects 
• The chance to have a direct influence on the company 
• A competitive salary package with additional performance incentives 
• Promotion of studies and training and further education 
• Capital-forming benefits and a company pension scheme 
• Employee offers – Corporate Benefits 
• Regular team events 

Required skills and qualifications 

• Strong organizational and time-management skills. 
• High proficiency in English language – verbal and written. 
• Proficiency in document and task management tools (e.g., Microsoft Office Suite, JIRA).
• Basic knowledge of data management and reporting. 
• Strong communication skills, with the ability to collaborate across departments. 
• Attention to detail and problem-solving abilities

Preferred qualifications: 

• Experience in Microsoft Dynamics 365 is an advantage 
• Proficiency in German Language also an asset 
• Previous experience with project coordination and related fields or Bachelor’s degree in Business Administration/Management is also a plus