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.