Shire Project Coordinator in Thousand Oaks, California


Provide Document Control and Project Coordination support as directed by the Head of PMO.

Responsible for administering improved document control processes and identifying problems and suggested improvements to these processes. The activities associated with this role enables the PMO team to achieve its business objectives.

Essential Duties & Responsibilities

PMO Administrative Duties

  • Support site PMO Group through the execution of administrative duties and coordination of project tasks, as needed.

  • Support Project Managers with tasks such as organizing and maintaining Integrated Project Plans, MS Project work, issue resolutions and communications with workstream members.

  • Proactively participate in PMO processes and makes recommendations for system refinements.

  • Support PMO planning sessions as documentation lead.

  • Serve as administrator for the Project Steering Committee (schedule meetings, compile meeting agendas & presentations, record and distribute meeting minutes, etc.)

  • Serve as a champion of Shire’s Project Management Methodology and associated Project Management Office processes, recognizing how project results seriously impact the overall success of the organization.

  • Ensure appropriate linkages of this information to the project prioritization and/or portfolio process.

  • Maximize business results through continuous improvement in organization's ability to execute projects and programs from initiation to completion and production scale-up.

PMO information administration

  • Enter OpEx and CapEx project information into required systems/databases (i.e. TOPS, SPOT, Premier, etc.)

  • Work with project managers to ensure project data is properly maintained (updated and accurate).

  • Compile and manage monthly PMO status reports.

  • Track project submittals and report to PM on a regular basis.

  • Track PMO KPIs (i.e. milestone hit rate)

  • Manage the Thousand Oaks PMO SharePoint site.

  • Create, revise, and continuously improve departmental document templates and databases

Capital Project Administration

  • Submit and track capital funding requests using approved business processes (i.e. FAWE; Finance Asset Workflow Engine) for all Thousand Oaks site capital projects.

  • Assist PMO Financial Analyst with project closeout, POs, CPA, TOPs, and CapEx/OpEx project records.

  • Support Project Managers in gathering closeout documentation for all site capital projects to ensure that all required closeout documentation is complete.

  • Ensure required documentation has been completed by PM and submitted to Finance for CPA closure.

  • Hand over closeout documentation package to Lifecycle Management for archival, including TOPs, drawings, as built, electronic files, etc.

  • Compile required closeout documentation and project closeout checklists to upload into project records in Premier and project SharePoint sites.

  • Assist PMO Financial Analyst to close out purchase orders by sending out and tracking notifications to vendors, requesting final billing or confirmation that POs have been fully invoiced. Maintain tracking spreadsheet on vendor responses and the status of PO closeout.

Purchasing Support

  • Enter and track all purchase order and change order requisitions in approved business system (i.e. COUPA) for PMO.

  • Create SOWs and submit to Purchasing for processing.

  • Ensure all SOWs submitted by PMs are in current and appropriate template.

  • Create, update, and maintain MSA / SOW tracking spreadsheet.

  • Submit SOWs into the appropriate business system (i.e. Axxerion) for “Approval-Only” preferred vendors and send fully executed SOWs to suppliers.

Issue Resolution

  • Eliminates or minimizes barriers to progress.

  • Anticipates potential conflict situations, identifies and acts on proactive solutions.

May perform other duties as assigned.


  • Must be able to read and follow detailed written instructions (English) and have good verbal/written communication skills.

  • Must be able to effectively utilize typical business tools and systems such as personal computers, word processing / presentation / spreadsheet software, project management tools/databases, email, computerized training, etc.

  • Must possess excellent interpersonal skills and be able to work effectively and efficiently in a team environment.

  • Must be a proactive self-starter, able to thrive in a dynamic and lean environment, and deal creatively with resource constraint issues and uncertainty.

  • Must have the following personal attributes: integrity and trust, work ethic, sound judgment, intellectual honesty, pragmatism, courage and conviction.

  • Must be very organized, have the ability to manage multiple tasks, and meet commitments on time.

  • Must display personal accountability for results and integrity.

  • Must have uncompromising dedication to quality.

  • Must have relentless focus on rapid and disciplined action.

Education and/or Experience

Associates degree, preferred, with 1-2 years of relevant work experience.

Working Environment

  • Normal office environment.

  • May be required to travel for business reasons, e.g. training and meetings.

  • Must be able to work in controlled or clean room environments requiring special gowning. Will be required to follow gowning requirements and wear protective clothing over the head, face, hands, feet and body. No make-up, jewelry, contact lenses, nail polish or artificial fingernails may be worn in these work environments.

  • While working normal business hours (8 am to 5 pm) is typical, there may be periods when work needs to occur at non-standard times and may exceed 8 hours a day or 40 hours a week.

  • Will have significant interaction with other people.

  • Pace may be fast and job completion demands may be high.

Physical Demand

  • Regular attendance is necessary to perform the essential functions of this job

  • Light work, frequent lifting up to 10 lb., frequent standing, sitting, walking

Notice to Employment / Recruitment Agents:

Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from Shire’s Talent Acquisition department. Any agency candidate submission may only be submitted to positions opened to the agency through the specific Agency Portal. Shire will only pay a fee for candidates submitted or presented where there is a fully executed contract in place between the Employment / Recruitment agents and Shire and only if the candidate is submitted via the Agency Portal. Candidates submitted or presented by Employment / Recruitment Agents without a fully executed contract or submitted through this site shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

Equal Employment Opportunity

Shire is an Equal Opportunity Employer committed to a diverse workforce. Shire will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, gender identity, national origin, ancestry, age, sexual orientation, marital or civil partnership status, pregnancy, gender reassignment, non-job related mental or physical disability, genetic information, veteran status, military service, application for military service, or membership in any other category protected under law.

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Reasonable Accommodations

Shire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please call 484-595-8400 and let us know the nature of your request and your contact information.

Shire is the leading global biotechnology company focused on serving people with rare diseases and other highly specialized conditions. We strive to develop best-in-class products, many of which are available in more than 100 countries, across core therapeutic areas including Hematology, Immunology, Neuroscience, Ophthalmics, Lysosomal Storage Disorders, Gastrointestinal/Internal Medicine/Endocrine and Hereditary Angioedema; and a growing franchise in Oncology.

Our employees come to work every day with a shared mission: to develop and deliver breakthrough therapies for the hundreds of millions of people in the world affected by rare diseases and other high-need conditions, and who lack effective therapies to live their lives to the fullest.