PMO Coordinator at New Braunfels Utilities – New Braunfels, Texas

Under the direction of the Director of Enterprise PMO, the Business Planning Coordinator provides project coordination, strategic planning support, and administrative leadership for the Business Planning Department and the Strategy and Research Department. This role serves as a key facilitator in advancing NBU's strategic initiatives, coordinating project activities, and ensuring seamless operational support across both departments.

Strategic Planning & Research Coordination

• Coordinate and track projects and strategic planning initiatives across Business Planning and Strategy & Research departments
• Analyze project and research data to provide insights and guidance to leadership
• Coordinate and update the NBU Capital Improvement Plan 5-Year Budget annually
• Facilitate consensus-building on strategic issues and develop alternative solutions to complex challenges
• Prepare reports, presentations, and documentation for leadership and Board review
• Ensure departmental policies align with organizational vision, mission, and strategic objectives

Administrative & Executive Support

• Provide comprehensive administrative support to the Director of Enterprise PMO and direct reports
• Manage travel arrangements, expense reports, P-Cards, and reimbursements for Director and team
• Process time entries in payroll system and track assignments for Director's direct reports
• Coordinate meetings including notifications, agendas, minutes, and follow-up correspondence
• Prepare Board Agenda Briefing Sheets and maintain Board approval schedules
• Use independent judgment to prioritize communications, projects, and strategic initiatives

Financial & Budget Management

• Coordinate management of departmental budgets and prepare budget reports
• Process invoices, payment requests, purchase orders, and contract documentation
• Collaborate with Procurement department on procurement processes and bid documents
• Track and reconcile monthly credit card statements and expense reports
• Assist with annual budget preparation and expenditure tracking
• Maintain accurate financial records and documentation.

Project & Process Support

• Support project managers and provide coordination for strategic initiatives
• Create and maintain project schedules, budgets, cash flows, and status reports
• Prepare responses to internal and external inquiries regarding strategic initiatives
• Coordinate with cross-functional departments to advance organizational priorities
• Manage document filing, archiving, and compliance requirements
• Provide special project leadership and support as needed

Stakeholder Engagement

• Deliver exceptional customer service to internal and external stakeholders
• Respond professionally to inquiries and provide information on strategic initiatives
• Attend public hearings, Board meetings, and stakeholder meetings as assigned
• Maintain professional communications with all stakeholders.

Key Competencies

• Strategic Thinking: Ability to understand organizational priorities and align work accordingly
• Data Analysis: Proficient in MS Word, Excel, and Outlook; skilled in data filtering, sorting, and analysis
• Communication: Outstanding interpersonal skills with the ability to work with high-profile individuals and collaborate across teams
• Confidentiality: Demonstrates sound judgment and maintains strict confidentiality of sensitive information
• Organization: Excellent ability to manage multiple priorities, meet deadlines, and track complex initiatives
• Problem-Solving: Develops creative solutions to unique procedural and strategic challenges
• Professionalism: Maintains poise under pressure and handles matters with tact and diplomacy

General Responsibilities

• Adhere to NBU safety guidelines and practices at all times
• Maintain a clean and safe work area
• Maintain strict confidentiality of business, employee, and customer information
• Manage leave schedule to ensure project deadlines and assignments are met
• Adhere to NBU policies and procedures
• Exemplify NBU Core Values: Integrity, Stewardship, Team, Culture, and Safety
• Participate in and support initiatives to reach annual NBU Performance Measures

• Two (2) years of experience in utilities and or municipal government preferred
• Valid Class 'C' Texas Driver's License.