PMO Operations Specialist - Field

DB STERLIN CONSULTANTS INC•Chicago, IL

22h•$32 - $35•Onsite

About The Position

The PMO Operations Specialist supports internal operational processes and external coordination efforts across projects by ensuring accurate administrative, regulatory, and system documentation while assisting with scheduling, monitoring, and reporting of operational activities. This role facilitates effective communication and coordination among field personnel, management, clients, and external stakeholders, and provides support in planning, customer engagement, client communications, permit tracking, and asset-related activities. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple workflows across technical, administrative, and client-facing responsibilities to ensure timely, compliant, and well-coordinated operations.

Requirements

Associate’s degree in Business Administration, Operations Management, or related field required.
5-7 years of related experience with logistics or communications
Possesses advanced oral and written communication skills
Proficiency in Microsoft Office Suite or similar software is required.
The individual must be able to sit, walk, stand, reach with hands and arms, stoop or kneel, climb or balance, talk or hear, and use fingers and hands to feel objects, tools, or control.
Must be able to lift and/or move up to 25 pounds occasionally.
Complete state-required competency.
Attend job-related seminars and workshops.

Nice To Haves

Bachelor’s Degree preferred.
Experience with Salesforce, InforEAM, or other Asset Management tools a plus.

Responsibilities

Monitor Salesforce, EAM, and related systems to identify new, emergency, or pending jobs and schedule or adjust work orders accordingly.
Create, update, maintain, and close work orders for repairs, maintenance, traffic control, restoration activities, and equity-related service line projects.
Coordinate weekly and daily work schedules, adjusting plans as needed due to emergencies, weather, or operational conflicts.
Request, track, and manage required permits and utility notifications, including CDOT permits and 811 dig tickets, and coordinate documentation with dispatch centers.
Prepare, print, and distribute daily work order packets, location sheets, and supporting documentation to field crews.
Review, audit, and reconcile returned work order documentation to ensure accuracy, completeness, and compliance prior to closure.
Monitor systems for incomplete, delayed, or on-hold work orders and coordinate resolution efforts related to permitting, conflicts, or field conditions.
Prepare, maintain, and manage operational and project documentation in designated databases, files, and tracking systems.
Update and maintain reports reflecting current project status, work progress, and completion metrics.
Serve as a liaison between field teams, management, clients, and external agencies to ensure effective coordination and information flow.
Act as a point of contact for customer and client inquiries and communicate operational updates clearly and professionally.
Support service feedback follow-up, customer engagement, and the development of project-related communications and outreach materials.
Assign, update, monitor, and close work orders, including lead service line and district maintenance activities, ensuring accuracy and completeness.
Coordinate and manage multiple permit types, including applications, tracking, and compliance with district and project requirements.
Maintain accurate documentation and records for work orders, permits, and operational activities using relevant software systems.
Communicate clearly and professionally with district crews, foremen, supervisors, residents, and Alderman offices regarding schedules, work status, and operational needs.
Work on-site at Water Management District offices and warehouses to support operational activities and collaboration.
Manage multiple tasks simultaneously, prioritize competing demands, and meet tight deadlines in a fast-paced environment.
Demonstrate strong attention to detail to ensure accuracy, completeness, and compliance in all assigned work.
Adapt to changing work conditions, delays, and unexpected operational challenges while maintaining productivity.
Apply sound judgment and initiative to support moderate problem-solving and respond to directives or requests.
Work effectively both independently and collaboratively as part of a team.
Communicate work processes and status updates clearly in writing and verbally to supervisors and co-workers.