Project Manager PMO with German

We are establishing a Project Management Office (PMO) to support our highly complex full-automation projects. This role provides structured support to project managers, senior managers, consultants, and sales representatives, ensuring transparency and consistency across the end-to-end process. The PMO is designed to relieve Project Managers from administrative workloads, giving them more time for customers, technical issues, and leadership.

The position is 100% remote. However, due to security requirements specific to the pharmaceutical industry, candidates must be based in Poland.

Job Responsibilities:

Resource Management: Maintain an overview of resource allocation across the portfolio, identify bottlenecks early, and coordinate with regional service leads to improve planning reliability.

Quality Gatekeeping & Deadlines: Monitor deadlines and deliverables (such as LIS files and floorplans), verify that Quality Gates are formally conducted, and escalate delays to project managers in a timely manner.

Template & Checklist Management: Act as a Version Manager by maintaining the official project template repository and ensuring only current versions are in use.

Logistics & Order Follow-up: Maintain an overview of project-related orders, coordinate delivery logistics, and track reorders until delivery to prevent project delays.

Meeting Support & LOP Management: Prepare materials for customer meetings, record decisions, and maintain the standardized List of Open Points ('

Themenliste'), actively following up on action items.

SOPs & Project Reporting: Collaborate with project managers to write Standard Operating Procedures (SOPs), enter effort data into systems (e.g., Rexis), and prepare standardized weekly project status reports.

Must-Have Requirements:

Fluent in written and spoken German to communicate effectively with key stakeholders.

The ability to follow defined processes, checklists, and quality gates in a highly consistent and reliable way.

A strong ability to systematically structure tasks, manage priorities, and handle multiple project activities in parallel.

A meticulous, detail-oriented approach to creating and maintaining clear, structured, and consistent documents, such as templates and SOPs.

Confident use of Google Suite and common project management software, such as Smartsheet and Airtable.

Readiness to embrace new technologies, including a basic understanding of how AI tools can support project management (e.g., data preparation and identifying patterns).

Persistence in ensuring commitments are met and proactively addressing open points, alongside the ability to remain effective under pressure and adapt to changing priorities.

The ability to understand the perspective of field teams and customers, ensuring PMO support is connected to actual project needs.

Nice-to-Have Requirements:

Familiarity with structured project management practices, supported by certifications such as PRINCE2 (Foundation or Practitioner), CAPM, IPMA Level D, or PMI.

For senior-level candidates, the ability to consolidate and analyze effort, resource, and project data to identify trends, bottlenecks, and improvement opportunities.

Experience in structuring and maintaining knowledge systems (such as best practices and lessons learned) for long-term usability.