Job Description

Job Summary

The ideal candidate will be a proactive problem solver with exceptional communication and structured writing skills. The Project coordinator should have experience working in an office environment, performing administrative duties, and have proven experience to develop a work-plan. The candidate should be able to coordinate project activities, monitor project progress and timelines and prepare status reports, do accounts reconciliation related to project costs, while maintaining the confidentiality of systems and operations.

This position reports directly to the Chief Executive Officer and provides confidential administrative and project coordination support to senior management. Due to the nature of this role, it is excluded from the bargaining unit.

Role and Responsibilities:

Provides direct and confidential support to the CEO and senior leadership team, as directed, to ensure that Society's goals and objectives are accomplished and that operations run efficiently.

Manages project related scheduling & communication for CEO, formulates meeting agendas, manages mail, email, phone calls, meeting minutes including information flow while ensuring confidentiality is always maintained.

Drafts project proposals using technical writing skills and as per project specific legal framework & guidelines. Do research & recommend options to achieve desirable outcome.

Creates & maintains project documentation including contracts, plans, budgets & reports as required to facilitate decision making workflow of CEO.

Manage communication with employees by liaising with internal and external stakeholders on various projects and tasks.

Liaise with managers and external stakeholders to define project requirements, scopes, and objectives that align with organizational goals.

Coordinates internal and external resources, ensuring that projects remain within scope, schedule, and budget.

Analyze project progress & creates project status reports to recommend scope adaptation or timeline revision to achieve optimal results.

Assign roles and tasks to team members as directed by the CEO.

Assists with resource scheduling so that team members have the resources they need to complete their tasks efficiently.

Tracks & verify expense claims and billing for each project and presents them in a timely manner to the CEO for approval.

Supports team members when implementing risk management strategies.

Report project risks and outcomes to appropriate management channels and escalate issues according to project work plan.

Serves as point of communication between Society and external resources as & when directed by CEO.

Organizes meetings & other events, manage travel logistics and activities, including accommodations, transportation, and meals.

Strengthens partnerships with external stakeholders & community partners, including third-party vendors and researchers.

Assists Finance Manager with reconciliation of GST

Assists Finance Manager with month-end close related to projects including completing project cost summary and Balance Sheet accounts monthly

Review and verify project invoices with Finance manager to ensure accuracy and appropriate cost coding

Assist in tracking and recording change orders to maintain up-to-date project financials

Performs other related duties as directed by the CEO.

Required skills and qualifications

Bachelor's degree in business administration with accounting major, or equivalent

Two or more years of experience in a Project Coordinator or project accounting role reporting directly to senior management.

Experience of social housing projects & support services will be an asset.

Project management certification or related training will be a plus.

Strong administrative and organizational skills

Ability to manage multiple projects at one time.

Ability to maintain accurate data with strong attention to detail & accuracy.

Ability to extract and compile researched data into reports.

Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up.

Excellent IT skills including experience with MS Excel, SharePoint, MS Word

Excellent written and verbal communication skills.

Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.

Benefits:

Health Coverage - Extended health benefits and dental plan

Paid Time Off - Paid Family time as well as vacation time

Dynamic fun work environment with a great team of people

Preference will be given to

Indigenous applicants

as per Section 41 of the BC Human Rights Code

Job Types: Full-time, Fixed term contract
Contract length: 24 months

Pay: $65,000.00-$70,000.00 per year

Benefits:

Dental care Extended health care Life insurance Paid time off
Work Location: In person