Project Coordinator (Two-Year Term)

Location: 24 Colonnade Road, Ottawa ON (Free parking on-site)

Schedule: Daytime, Monday to Friday

Salary: $58,156 per year

What you will be doing…

Commissionaires Ottawa is modernizing the systems and processes that support our staff, clients, and mission. We are seeking a Project Coordinator to join our Project Management Office (PMO) and keep our portfolio of projects organized, documented, and on schedule.

Reporting to the Manager, PMO, and taking day-to-day direction from Project Managers and Business Analysts, you will maintain project schedules, logs, and documentation, and prepare the status reports and dashboards that keep leadership informed.

You will be the go-to person for coordinating governance meetings, stakeholder workshops, and testing and go-live logistics, and for maintaining the PMO’s templates, tools, and document repository.

Some of your responsibilities include…

• Maintain RAID (risks, assumptions, issues, and dependencies), action, decision, and change request logs, and follow up with owners to close items on time
• Maintain project schedules and track milestones, deliverables, and dependencies across initiatives
• Manage the PMO document repository in SharePoint, applying consistent file structure, naming conventions, and version control
• Track project expenditures, purchase orders, and vendor invoices against approved budgets, and flag variances
• Consolidate status information to produce weekly status reports, portfolio dashboards, and reporting packages for leadership and the Steering Committee
• Schedule and coordinate project meetings, workshops, and governance sessions; prepare agendas and record minutes, decisions, and action items
• Coordinate logistics for testing, cutover, go-live, and training sessions, including for regional offices
• Log new project and enhancement requests through the PMO intake process
• Maintain PMO templates and collaboration tools, support the onboarding of new project team members, and capture lessons learned

What’s in it for you?

• Work for a reputable and nationally known company
• Work in a challenging and rewarding work environment
• Employer paid professional development
• A comprehensive benefits package
• Generous paid time off, holidays and sick days
• Employee discount programs, social outings and holiday gatherings
• Free parking on-site

You’re a good fit if you…

• Are highly organized and detail-oriented, keeping track of many actions, documents, and dates at once
• Follow up persistently and diplomatically to obtain updates and close action items
• Write concise minutes, summaries, and correspondence
• Can prioritize requests from several people and raise conflicts early
• Enjoy working with a wide range of colleagues, vendors, and regional offices
• Look for practical ways to improve tools and processes

Your must-haves:

• College diploma in Business Administration, Project Management, Information Technology, Office Administration, or a related field (a relevant combination of education and experience will be considered)
• 2 years’ experience in project coordination, PMO support, or administrative support within a project or IT environment
• Advanced Microsoft 365 skills, especially Excel, with working knowledge of SharePoint and Teams
• Working knowledge of the project lifecycle, RAID logs, change control, and status reporting, and familiarity with Agile and Waterfall approaches
• Experience preparing dashboards and summary reports
• Experience with project scheduling and tracking tools such as Planner, Asana, or equivalent work management platforms
• A high degree of discretion and the ability to handle sensitive corporate, employee, and client information responsibly
• Bilingualism (English and French) is considered an asset
• CAPM certification (or progress toward it) is considered an asset
• Experience with Power BI is considered an asset
• Experience supporting technology implementations is considered an asset
• Must be eligible for and able to obtain and maintain a Government of Canada Secret security clearance

Application Process

If we’re the right fit for you, we want to hear from you! Send us your resume and cover letter today!

NOTE: Only those candidates that meet the specified requirements will be considered for this position. Candidates that do not meet the requirements may be considered for similar opportunities.

Commissionaires Ottawa values the diversity of our workforce and respects its employees as individuals, regardless of race, nationality, religion, sexual orientation, gender and age.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Commissionaires’ Policies on Accommodation, a request for accommodation will be accepted as part of Commissionaires’ hiring process.

Commissionaires Ottawa does not use artificial intelligence (AI) to screen, assess, or select applicants. However, please be aware that some third-party tools we utilize in our recruiting and selection process may incorporate AI technology.

We appreciate all who apply; however, we will only be contacting candidates of interest.

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