Job Description

Job Title: Project Coordinator
Location: Toronto, ON, M3B 0A4
Duration: Nov-2025 - Nov-2026
Work Site: Onsite
Pay Range: $20.00 - $25.00 an hour CAD
:

• Provide administrative & operational support to the Project Managers & project team for assigned projects.
• As required, support the Launch of a new project by following the steps listed in the Project Initiation instruction.
• As required, schedule project meetings, prepare agendas, attend weekly meetings, record attendance, take minutes and action items, update master action item log and distribute minutes.
• Plan, organize and set up meetings and meeting rooms, catering arrangements for meetings when required; Maintain an out of office record for staff travelling to site, or absence for other personal reasons
• As required, coordinate with Project Manager the preparation and timely completion of weekly and monthly reports to Department Heads and customers.
• Provide logistical support to the Project Team(s) (i e Project Manager, Project Engineer, Project Planner...)
• Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites
• As required, raise purchase requisitions (PR), IRFS, PPR and RMAS & process accounts payable invoices in a timely manner (e.g., catering expenses, visa applications expenses, etc.)
• Assist other approved entities to acquire access to client's applications, e.g. Livelink, ClearQuest, Shared
• Palma, SharePoint, DOORS/Pd Arion, Citrix account, WebCloud, etc.
• Support project team building activities, celebrations, and coordinate with the Event Coordinator for large events
• Support the Project's Data Management activities:
• As required, proof-read and edit documents
• Apply the Project's Data Management strategy by supporting the archival /safe keeping of important internal project documents on the projects' SharePoint communities.
• Audit periodically the Project's Data Repository to ensure compliance to our Company's Project Data Repository process.
• If needed, keep OBS/Project Org chart up-to-date.
• Maintain the list of WPM names in SharePoint's Projects Community or SAP CN42N/C J40N
• Support the Project's Documentation Management activities:
• As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs and metrics for monthly presentation report (OPS) Keep the CDRL up-to-date at all times
• Coordinate and track project deliverables and actions to ensure on-time delivery.
• As required, handle the submission of Contractual deliverables to Customer either through email or through Customer-supplied tool (ex: Aconex, Asite, EDMS.)
• If needed, support the Project Manager in preparing Project Progress Reviews (use of the right template, support collection of inputs, follow-up on action plan,...)
• Secure backup support from other Project Coordinators before going on leave and ensure relevant SAP charge codes are being assigned to those backup Project Coordinators.
• Keep project-specific processes description/guidelines up-to-date to facilitate support from other Project Coordinators and/or facilitate handovers.

Key Requirements:

• Post-secondary education or equivalent.
• Fluent English speaking and writing.
• Ability to effectively interact with peers, managers, customers and subcontractors.
• Advanced computer literacy- MS Office (Excel, Word, Visio, PowerPoint).
• Proficiency in JIRA, SAP and SharePoint is an advantage.

Preferred Qualifications

• French and/or Spanish language proficiency is an asset
• Administration diploma is an asset.
• Experience in project environments is an asset
• Experience in complex and international projects is an asset

Skills Required