IT Project Coordinator

The Project Coordinator is the first point of contact for new projects and work requests, and a hands-on partner to IT leadership and business stakeholders. This role provides the up-front triage that keeps our project pipeline organized, while taking a lead, collaborative role on both small projects and larger technical and non-technical initiatives. Responsibility will grow over time, with the opportunity to take ownership of key project components and build toward a Project Manager career path.

PRIMARY RESPONSIBILITIES

• Intake and Triage: Gather initial scope, relative priority, and business justification for new projects, and route requests to the appropriate owner.
• Project Coordination: Independently plan and run small, well-defined projects from kickoff through closeout.
• Communication: Track project progress against milestones, deadlines, and daily/weekly priorities. Ensure stakeholders are well informed and aligned on timelines and next steps
• PM Support: Support project leadership on larger or more complex initiatives by maintaining schedules, action/decision logs, RAID logs (risks, assumptions, issues, dependencies), lessons learned, and distribution of regular status reporting
• Meetings: Organize, and where appropriate, facilitate project meetings and working sessions. Prepare agendas and distribute meeting summaries and follow-up actions
• Training: Coordinate training sessions and materials to support adoption of new tools and processes
• Roadmap and Reporting: Build and maintain the IT project roadmap for a senior leadership audience, and produce accurate status reports using our project management platform and collaboration tools
• Documentation: Maintain accurate and organized project documentation, including statements of work, requirements, contracts, schedules and change documentation utilizing a centralized repository (e.g. Microsoft Teams)
• Tool Ownership: Serve as the team’s power user for our project management tools (e.g. <Monday.com>, Microsoft Planner, Basecamp), helping other team members get the most out of these tools.
• AI Enablement: Identify and pilot AI tools that improve team and personal productivity, championing responsible and effective adoption across the team.
• Escalation: Identify and escalate risks and issues promptly and professionally to keep projects on track.

DESIRED QUALIFICATIONS

• 2+ years of experience in project coordination, project administration, or a related role, ideally involving cross-functional teams; experience supporting both technical (IT) and non-technical projects is strongly preferred.
• Working knowledge of project management fundamentals (PMI/PMBOK principles: scope, schedule, risk, communication and stakeholder management); CAPM designation, or progress toward CAPM/PMP is an asset.
• Post-secondary education in Information Technology, Business, or a related field is an asset.
• Comfortable triaging ambiguous requests and applying judgement on prioritization and escalation
• Confident facilitator, comfortable leading meetings and training sessions with varied audiences
• Ability to communicate effectively with both technical and non-technical team members and stakeholders
• Strong organizational, multitasking, and time management skills with high attention to detail
• Power-user proficiency with project management tools and the Microsoft 365 suite (Word, Excel, Outlook, Teams and OneDrive)
• Comfortable working in a fast-paced, collaborative environment
• A professional attitude and demeanor complemented by excellent client relations skills and the ability to establish and maintain strong working relationships.
• A familiarity with IT terminology and processes, and awareness of current and upcoming technological trends is an asset.
• A strong business sense as well as the initiative to take on new responsibilities and duties as they arise.

TERMS OF EMPLOYMENT

• This is a full-time on-site position, required Monday through Friday
• This is a salaried position that will depend on experience and qualifications.
• Must be able to pass a basic security clearance.