IT Project Portfolio Manager

Information Technology / Technologies de l’information Fort Mill, South Carolina




Position title: IT Project Portfolio Manager


Location:  Fort Mill


Reports to: Sr. Manager, IT Project Portfolio Management


Domtar is a leading provider of a wide variety of fiber-based products including communication, specialty and packaging papers, market pulp and air laid nonwovens. Domtar’s principal executive office is in Fort Mill, South Carolina and Domtar is part of the Paper Excellence group of companies.


With approximately 6,000 employees serving more than 50 countries around the world, Domtar is driven by a commitment to turn sustainable wood fiber into useful products that people rely on every day. Through our values of agility, caring and innovation, we constantly find better ways to serve our customers, support our employees and strengthen our communities.


As an IT Project Portfolio Manager, you will plan and report the status of multiple projects from Gate 1 through Gate 3 approval. You will estimate project resource demand and work with IT Vendor Management to obtain third party services and resources required to execute the project. You will support project management teams to successfully deliver projects according to plan. You will monitor project execution performance compared to plan and consult with project managers to continually improve project planning accuracy. You will meet with various portfolio stakeholders to discuss key performance indicators, project dependencies, recommended actions, and decisions. You will work with IT Finance to budget and forecast project costs and business value delivered. You will follow Domtar’s project management and IT security and general control standards and procedures.


Key responsibilities:


  • Support teams - Identify required skills needed for project planning and execution. Evaluate resource strengths and experience. Recommend resource assignments and project approaches that bring out the best in project teams.
  • Empower teams - Work with program management and project management to transition approved projects with necessary resources, documentation, and tools to start execution without delay. Include organization change management activities and deliverables in project plan.
  • Request supplier services - Work with product owner, program management, and project management to identify required supplier services. Initiate requests to acquire resources with necessary skills for project execution. Work with vendor management to obtain resources and negotiate contracts with equitable terms and conditions.
  • Manage conflict - Anticipate potential areas of conflict. Identify root causes for conflict. Identify potential conflict resolutions. Escalate conflict incidents when needed. Support escalated decisions to resolve conflict.


  • Manage portfolio - Evaluate portfolio stakeholder needs. Work with portfolio management to best communicate portfolio KPIs and metrics that add business value. Plan regular project portfolio reviews and facilitate project portfolio discussions. Develop portfolio stakeholder relationships that encourage openness and build trust. Achieve portfolio management strategies and objectives. Plan, measure, and report business value delivered.
  • Plan projects - Partner with project sponsor and product owner to approve timeline to execute Gate 1-3 planning. Estimate resources needed for planning. Validate resource availability for planning with resource managers. Execute planning with a sense of urgency. Complete activities, deliverables, and approvals according to Gate 1-3 plan. Attach relevant documents, links, and approval evidence. Report Gate 1-3 weekly status. Leverage iterative project management process and tools when applicable to deliver business value incrementally.
  • Deliver projects - Backfill and/or assist project managers as needed. Monitor planned vs actual project variances. Communicate variances to project managers. Work with project managers to resolve variances and/or support initiation of change requests in a timely manner. Identify false planning assumptions and capture lessons learned to continuously improve project planning accuracy.
  • Estimate resources - Work with product owners and program manager to identify resource requirements for project execution. Submit resource demand estimates and evaluate capacity results. Develop mitigation strategies for overallocated resources. Obtain approval of project demand estimates and mitigations from resource managers. Ensure resource mitigation costs are included in project budget. Regularly evaluate planned vs actual resource utilization throughout project life cycle to learn and improve accuracy of planning estimates over time.
  • Plan procurement - Work with program management and product owners to document procurement requirements. Identify suppliers to provide goods and services. Work with program management to perform planning assessments and requests for proposal when warranted. Work with vendor management to quote and negotiate goods and services.
  • Prepare project budget - Prepare project cost details with +/- 10% accuracy. Discuss funding strategies with Finance. Obtain budget approval. Participate in annual IT budget planning and quarterly forecasts. Assist in preparing budget documentation.
  • Prepare schedule - Work with product owners, program management, project management to prepare project execution schedule with major milestones, activities, deliverables, and dependencies within +/- 10% accuracy. Transition approved project artifacts to assigned project manager.
  • Plan scope - Ensure planned scope and requirements are documented and approved. Organize scope and requirements into logical categories. Rank and/or prioritize scope requirements. Add RACI for each requirement category. Leverage user story format to document requirements when applicable.
  • Document risks - Identify project dependencies and execution risks during Gate 1-3 planning. Document dependencies and risks with mitigation strategies. Prioritize risks. Assign risk profiles. Mitigate risks by adjusting time, cost, resources, scope during planning.
  • Manage issues -Ensure all issues during Gate 1-3 planning are logged, assigned, resolved, and closed. Collaborate with relevant stakeholders to resolve issues as they arise. Regularly communicate issue status.
  • Manage changes - Inform stakeholders of changes to planned Gate 1-3 schedule.
  • Inform stakeholders - Regularly report on status of project planning portfolio to product owners, program management, project management, and IT leadership.
  • Identify project methodology - Assess project needs, complexity, and business impacts. Adapt project methodologies to business needs by phase. Propose project execution strategy and obtain approval from program management, project sponsor, and project owner. Communicate project management approach and standards to be met.
  • Identify IT security and general control requirements - Initiate IT security and general controls assessment. Document applicable compliance requirements with RACI. Include activities to achieve requirements in project schedule.
  • Identify internal audit requirements - Initiate internal audit assessment. Document internal audit requirements with RACI. Include activities to achieve requirements in project schedule.

Key Skill Sets:

  • Ability to juggle and effectively manage multiple priorities at the same time
  • Ability to drive projects, influence, and lead change throughout organization
  • Ability to anticipate, mitigate, and work through ambiguity, change resistance or setbacks
  • Ability to understand and manage customer expectations
  • Effective communicator at multi-levels of the organization (written and verbal)
  • Flexibility and quickness to adapt to current conditions
  • Creative approach to resolving issues
  • Results-oriented planning and delivery
  • Ability to facilitate meetings and obtain consensus
  • Ability to structure and organize information in a way that leads to clear decisions.


Required Professional Experience/Qualifications:


  • Bachelor’s degree in information technology, engineering, business, or applicable discipline
  • Minimum of 5 years of experience working in Information Technology
  • Minimum of 5 years of experience working as IT project manager and/or portfolio manager
  • Demonstrated experience with MSWord, Excel, Visio, PowerPoint, SharePoint, MS Project or Smartsheet
  • PMP certification or equivalent experience and training.
  • Experience in the manufacturing industry a plus



You must successfully complete a selection process that includes interviews, aptitude tests (for some positions) and reference verification.


Domtar is an equal opportunity employer.  We invite women, Aboriginal peoples, persons with disabilities and members of visible minorities to apply.


Our offer:

  • Alternative Work Arrangements; hybrid remote work and flextime;
  • Competitive compensation, including annual bonus plan;
  • An extended flexible insurance plan (life, medical, dental);
  • An employee assistance program;
  • A pension plan with matching company contributions to help make planning for your retirement easy;
  • Employer-paid development and continuing education 

Domtar is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, color, sex (including gender identity or expression, sexual orientation, and pregnancy), marital status, religion, national origin, genetic information, disability, or veteran status.