IT Project Coordinator

Job description

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. , 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.