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Project Coordinator

The position will report to the PMO Leader.

Working closely with clients, team members and other stakeholders, the Project Coordinator is responsible for integrating and organizing all PMO Operations and project portfolio governance in accordance with PMO standards and methodology.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Develop, administer, facilitate, & continuously improve operational processes & collateral docs/tools governing the information flow between Pre-Sales & Service Delivery.
  • Confirm that Account Manager has obtained a Credit Application from any new client & provided required documents to designate Finance staff
  • Ensure that the following documents are obtained from Account Manager and/or Solution Architects prior to commencing any engagement:
  1. Signed Statement of Work or Work Order
  2. FlexITy FSI Number
  3. Level of Effort (or comparable rationale)
  4. Client Purchase Order
  5. Bill of Materials (if applicable)

 

  • Obtain senior management sign-off on all contracts
  • Trigger and coordinate formal project launch by informing inter-departmental stakeholders of pending project and determine assigned resources with Service Delivery Group Leads
  • Attend any internal project kick-off & Lessons Learned meetings as requested by assigned PM & document minutes accordingly to ensure that all outstanding items are tracked and followed up
  • Ensure all countersigned Statements of Work or Work Orders are scanned and provided back to Account Manager and copies forwarded to Finance for archival
  • Ensure that all Projects are entered into the Project Registry and Legal Agreements Library in Sharepoint with all necessary attachments (SOW/WO, LoE, PO, NDA, MSA, BOM)
  • Create project entry in TimeWatch (or alternate time-tracking tool) & update with all resources assigned to corresponding project
  • Trigger initial milestone/Retainer invoice  to customer, prior to any project kick off
  • Provide closure review of any completed project to ensure no outstanding balance is owed by client & if applicable, that Lessons Learnt session has been run by assigned PM
  • Oversee a portfolio of Work Orders that have no PM assignment and all FTE/contractor based engagements (incl. oversight of invoicing, life-cycle update, & closure)
  • Prepare all contractual docs for & facilitate payment to (in conjunction with Accounts Payable) all independent subcontractors augmenting Professional Services &/or Managed Services delivery
  • Develop and maintain management reporting on Service Delivery resources for utilization (Billable vs Non-Billable Effort)
  • Organize and facilitate PMO meetings and document meetings accordingly to ensure that all outstanding items are tracked and followed up
  • Assist PS &/or senior management team members with business travel arrangements
  • Oversee CSAT program roll-out to maintain Gold Partner status
  • Assist with PMO initiatives as directed by Manager, Operational Excellence & Recruitment as well as VP, Services

SKILLS, RELEVANT EXPERIENCE & ATTRIBUTES        

  • 2+ years of cross-functional experience in areas including, but not limited to: administration, project management, business analysis, client relations, and accounting
  • Undergraduate degree in business-related or technology-related field
  • Excellent proficiency in Excel, Word, PowerPoint
  • Familiarity with SharePoint &/or time-tracking tool(s) is/are also an asset
  • Strong interpersonal skills and ability to deal effectively with a wide range of internal & external stakeholders
  • Diplomatic; trustworthy; exhibits integrity; exercises discretion with confidential information; consensus builder; analytical mindset; has senior management’s confidence
  • Excellent organizational, planning, analytical and problem-solving skills
  • Ability to prioritize, coordinate and complete tasks to meet deadlines
  • Excellent communication skills (verbal and written)
  • Ability to work effectively both independently and in team environments
  • Proactive customer service focus
  • Resourcefulness, creativity, and sound judgment

Please download and complete this form, then submit here with your resume.