Project Portfolio Management Software Administrator

Job Description

About the Team

The immediate team consists of Engineering Design, Engineering Laboratory, Technical Publications, and Data Analytics, which together form Engineering Operations. The broader Engineering organization also includes Project Management, Engineering Technology, and Sustaining Engineering. These teams support Engineering Innovation Sprints, New Product Development, and Sustaining Engineering by continuously striving to accelerate time to market through continuous improvement.

About the Role

Victaulic is seeking a Portfolio Project Management Software Administrator to own and optimize our Monday.com platform across the New Product Development (NPD) organization. This role sits at the intersection of project management methodology and platform administration, ensuring our engineering and product development teams have the workflows, dashboards, and automations they need to bring innovative mechanical piping solutions from concept to market efficiently.

As the go-to expert for Monday.com within our NPD function, you will configure and maintain portfolio-level views, standardize project tracking across multiple concurrent development programs, and drive adoption of best practices that keep cross-functional teams aligned. You will partner closely with engineering managers, program managers, and senior leadership to translate business requirements into effective platform solutions.

This role also encompasses change management and methodology support, helping teams transition from legacy processes to modern project management approaches, such as Agile hybrid and iterative workflows, while ensuring the platform evolves to meet new ways of working.

Key Responsibilities:

1. Platform Administration & Configuration

• Serve as the primary platform administrator for the NPD organization, managing workspaces, boards, dashboards, and user permissions with full administrative control.
• Design and maintain portfolio-level views that provide leadership with real-time visibility into project health, resource allocation, and milestone progress across the development pipeline.
• Create and enforce standardized board and doc templates, column structures, naming conventions, and color-coding standards to ensure consistency across the platform, including phase-gate reviews, design reviews, test plans, and launch checklists.
• Configure custom fields, status columns, people columns, timeline columns, and dependency columns to support cross-functional team assignments, development schedules, and critical-path management.
• Build native Monday.com automations using pre-built recipes, custom triggers, and custom actions to streamline recurring workflows such as stage-gate reviews, design reviews, and engineering change orders.
• Design, build, and maintain advanced integration scenarios in Make.com (formerly Integromat) to orchestrate complex, multi-step workflows, including multi-branch conditional logic, cross-system data synchronization, and webhook-driven triggers across PLM, ERP, CAD, and other enterprise systems.
• Develop formula columns, mirror columns, and connect boards functionality to streamline data calculations related to project timelines, resource allocation, budget tracking, and cross-functional dependencies.
• Configure sprint boards with appropriate time-boxing structures for teams adopting Agile or Agile-hybrid workflows, including backlog management, iteration planning, and work-in-progress tracking.
• Stay current with Monday.com and Make.com product releases, new features, and API capabilities, and evaluate their applicability to Victaulic’s NPD workflows.

2. Process Improvement & Workflow Design

• Partner with engineering leaders and program managers to map NPD processes (stage-gate, Agile-hybrid, or custom workflows) into platform structures that reflect how teams actually work.
• Identify bottlenecks and inefficiencies in current project tracking methods, and propose and implement platform-based solutions to address them.
• Support portfolio prioritization by building views and data models that help leadership balance workload, strategic alignment, and capacity.
• Create customized views including Kanban for workflow management, Gantt for timelines and release planning, calendar for launch schedules, and chart for portfolio analysis.

3. KPI Performance Measurement Across User Teams

• Define and maintain a standardized KPI framework that enables consistent performance measurement across all user teams, such as mechanical design, testing and validation, prototyping, and sustaining engineering.
• Partner with team leads to establish team-specific KPIs that align with broader portfolio objectives, ensuring each group has clear, measurable targets visible within the platform.
• Build cross-team and executive-level dashboards that aggregate and compare KPIs such as project cycle time, milestone adherence, task completion rates, time-to-market, engineering change order throughput, on-time delivery rates, resource utilization, budget variance, and risk registers, using battery, chart, and embedded board widgets within workdocs.
• Design automated reporting cadences (weekly, monthly, quarterly) that deliver KPI summaries tailored to the audience, from individual team scorecards to executive portfolio health reports.
• Analyze KPI trends to identify patterns, flag underperformance early, and recommend data-driven corrective actions or process adjustments.
• Ensure KPI definitions, calculation methods, and data sources are documented and consistently applied so that metrics are comparable across teams and reporting periods.

4. Change Management, Training & Adoption

• Develop and execute change management strategies for platform rollout and major updates, supporting teams transitioning from legacy or waterfall methodologies to modern approaches.
• Partner proactively with product management, engineering, marketing, and program management to understand their workflows and translate needs into platform solutions.
• Develop and deliver training materials, quick-reference guides, live sessions, and use-case-specific documentation covering product ideation, competitive analysis, regulatory compliance, launch planning, and project execution to onboard new users and upskill existing teams.
• Serve as the first point of contact for platform questions, troubleshooting, and enhancement requests, addressing resistance points through targeted training and workflow optimization.
• Identify and develop champions and power users across R&D, marketing, engineering, and operations to extend support capabilities.
• Drive engaging communication about platform capabilities using updates and mentions to facilitate cross-functional collaboration.
• Monitor adoption metrics such as active users, automation usage, integration effectiveness, and cycle time improvements, and analyze the activity log to identify usage patterns and opportunities for improvement.
• Maintain an active feedback loop to gather user input and continuously improve board design for product development efficiency.

5. Data Integrity & Governance

• Establish and enforce data governance policies, including data entry standards, archiving protocols, and access controls.
• Conduct periodic audits of board structures and data quality to ensure accuracy and reliability of portfolio-level reporting.
• Govern data flows through native and Make.com integrations to ensure information moving between Monday.com and connected enterprise systems remains accurate, secure, and compliant.
• Oversee data import and export for migration and reporting, and manage subitem structures that organize multi-level project hierarchies and work breakdowns.
• Administer shareable links for external stakeholder access and support mobile and desktop app usage across the organization.

Required Qualifications:

• Bachelor’s degree in Engineering, Information Systems, Project Management, Business Administration, or a related field, or equivalent professional experience.
• 3+ years of hands-on experience administering Monday.com (or a comparable platform such as Asana, Smartsheet, or Jira) in a project or portfolio management capacity.
• Demonstrated experience supporting cross-functional product, engineering, or operations teams.
• Strong understanding of project portfolio management (PPM) concepts, including resource planning, capacity management, and stage-gate or phase-gate development processes.
• Proficiency in building Monday.com automations, integrations, dashboards, and custom workflows.
• Excellent communication and training skills with the ability to translate technical capabilities into practical solutions for non-technical stakeholders.
• Strong writing and documentation skills, with experience producing training materials, quick-reference guides, and process documentation for varied audiences.
• Strong analytical and problem-solving skills with a continuous improvement mindset.
• Demonstrated ability to engage and influence stakeholders across all levels, from individual contributors to senior leadership.
• Proven ability to define, track, and report on KPIs across multiple teams or departments, translating raw project data into actionable performance insights.
• Demonstrated discretion in handling confidential information, including budget data, resource plans, and product roadmaps with portfolio-wide visibility.

Preferred Qualifications:

• Monday.com certification (e.g., Monday.com Administrator or Advanced User certification).
• PMP, CAPM, or similar project management certification.
• Certified Scrum Master (CSM), Professional Scrum Master (PSM), or Agile certification.
• Experience in the mechanical engineering, piping, or manufacturing industry.
• Familiarity with Product Lifecycle Management (PLM) systems, ERP platforms (e.g., SAP, Oracle), or CAD data management tools.
• Advanced experience with the Monday.com API, custom apps, and integration platforms (e.g., Make.com, Zapier, Slack, Microsoft Teams).
• Background in Lean, Six Sigma, or Agile methodologies as applied to product development.
• Experience managing software adoption in organizations with 100+ users across multiple departments.
• Experience with data visualization and dashboard design for executive portfolio reporting.

What You’ll Bring

You are someone who thrives at the intersection of technology and process. You enjoy making complex systems intuitive, and you take pride in enabling teams to work smarter. You are comfortable working with engineering teams and can speak their language while also understanding the strategic perspective of portfolio leadership. You are proactive, detail-oriented, and energized by the opportunity to shape how an organization manages its most important development programs.

The Benefits of Working at Victaulic

• Vision, dental, and medical coverage for you and your family.
• A 401(k) plan in which Victaulic matches 100% of the first 5% of the employee’s contribution. Additionally, Victaulic contributes an additional 3% of the employee’s pay annually as a retirement contribution, regardless of whether the employee contributes.
• Financial protection through short and long-term disability leave, life insurance, and Cigna Assistance Program for counseling services and elder care.
• A generous Paid Time Off plan that increases along with your years of service (up to 5 unused PTO days can be carried over into the next year). We also offer Optional Time Off, where an employee can purchase up to 5 days to be used in the calendar year. Unused OTO is reimbursed at the end of the calendar year.
• Paid Parental Leave.
• A Tuition Reimbursement plan.

#TOP123  #LI-JH1   #LI-ONSITE