Project Coordinator

Project Coordinator supports the PMO by coordinating project activities, maintaining documentation, tracking progress, supporting reporting, and assisting Project Managers while managing small, low-risk projects.

Project Coordinator

Job Summary:

The Project Coordinator supports the Project Management Office (PMO) by coordinating project activities, maintaining governance artefacts, and ensuring consistent application of PMO standards, processes, and reporting across assigned initiatives. The role provides day-to-day support to Project Managers on medium to large initiatives and may independently coordinate or manage smaller, low-risk, well-defined projects under PMO guidance. The Project Coordinator contributes to effective delivery through structured tracking, documentation management, reporting, stakeholder coordination, and escalation support.

Responsibilities:

Supports the planning, execution, monitoring and closure of projects in accordance with PMO standards, ensuring effective management of scope, schedule, cost, quality, risk, and communications.

• Supports Project Managers in planning and tracking project activities and deliverables.
• Coordinates and manages small, straightforward projects in line with PMO framework.
• Maintains PMO governance artefacts such as project plans, RAID logs and change registers etc.
• Ensures accurate, timely reporting and adherence to PMO standards.
• Assists with identifying resourcing needs and escalates constraints or risks to the Project Manager or PMO.

Facilitates open, clear and consistent communication across project teams and stakeholders in alignment with PMO communication standards

• Prepares, records and disseminates accurate meeting minutes, capturing key discussions, decisions, actions and owners in accordance with PMO standards.
• Ensures timely distribution of minutes and follow-up actions to relevant stakeholders.
• Supports preparation and distribution of PMO-approved communications and status updates.
• Confirms understanding of stakeholder inputs, requirements, and feedback.
• Facilitates structured project and PMO meetings, ensuring outcomes are clearly documented.
• Maintains consistent and open communication channels across project teams and governance forums.

Works collaboratively with cross-functional teams, Project Managers and PMO stakeholders to support delivery and governance objectives.

• Supports Project Managers and team members through coordination and follow-up.
• Encourages inclusive participation during project and governance forums.
• Provides constructive input and supports consensus-building activities.
• Promotes alignment between project teams and PMO expectations.

Engaging with digital technologies to accomplish goals and solve challenges in the workplace.

• Maintains PMO repositories, dashboards and reporting tools.
• Produces project and portfolio reports from organizational systems.
• Supports collaboration using cloud-based platforms and PM tools.
• Identifies data quality or security concerns and escalates as required.
• Utilizes standard features of PMO and enterprise systems to support delivery.

Ensures accuracy, completeness and consistency of project and PMO artefacts.

• Reviews project documentation and reports for accuracy and completeness.
• Validates assumptions, data and forecasts prior to submission.
• Ensures PMO artefacts comply with established standards and templates.
• Seeks clarification or review where required.

Focusing efforts on achieving high quality results consistent that meet or exceed standard expectations.

• Defines ambitious and realistic, personal goals and standards.
• Evaluates personal progress against standards to identify ways to improve.
• Undertakes challenging work to ensure the delivery of optimal results.
• Adjusts actions to meet and exceed expectations.
• Tries new ways to get things done, while taking steps to reduce the risks.

Supports structured project and PMO communications to ensure stakeholder information needs are met.

• Prepares project and PMO communication materials as required
• Supports selection of appropriate communication methods based on stakeholder needs.
• Tracks communication effectiveness and follows up on clarifications.
• Supports delivery of project meetings including kick-offs, reviews, and close-outs.
• Ensures project plans, schedules, and updates are communicated consistently.

Supports coordination and monitoring of project execution activities in line with PMO controls.

• Supports tracking on delivery progress, milestones and dependencies.
• Flags risks, issues, and constraints for escalation.
• Supports change control and impact analysis.
• Coordinates across projects where required to support portfolio visibility.

Knowledge & Experience

• Bachelor’s degree in business or any related field
• Minimum of 3 years’ experience in a Coordinator/Administrative role
• Experience in Banking, Finance, or Technology would be an asset
• Microsoft Project (Intermediate)
• Microsoft SharePoint (Intermediate)
• Microsoft Visio (Intermediate)
• Project management certification (CAPM or equivalent) is considered an asset.
• Demonstrated interest in pursuing a project management career path is preferred.