Project Coordinator Jobs

Department: Proactive Operations

Employment Type: Full Time

Location: Canada - Remote

Description

Leveraging our standard technologies and process, coupled with our people and corporate structure, we deliver a unique end result for our clients. Our clients will experience increased employee productivity, predictability in capital and operating expenditures, reduced downtime and risk, improved employee morale, less lost revenue and enhanced business agility.

The Project Coordinator provides value to the business and its clients, through supporting the Project Managers in planning, coordination, and control of the various activities required to complete a successful project. The Project Coordinator will be involved with a range of projects and will need to utilize excellent communication skills to facilitate activities across departments. This involves resource scheduling, vendor management, purchasing coordination, performance-to-contract reporting and various administrative functions. The Project Coordinator will also manage smaller deployments of workstations and other technology.

In order to ensure an exceptional result, you will need to have a clear understanding of the challenges and opportunities our clients face and how our teams as a whole combine to deliver our promise. Providing services in a proactive, professional manner while ensuring key parties are kept informed is critical. We are a data driven company and analysis for decision making and overall strategy is ongoing.

Culture is an integral part of working at VC3. Our company DNA represent the most important values, the ones we live by:

Serve as One

"Serve as One" is the belief that together we are greater than the sum of our individuals, and that teamwork is essential to success.

Passionately Curious

"Passionately Curious" is about challenging the status quo, continual improvement, and constantly learning.

Own It

"Own IT" is about having the courage to do what's right, resolve to take responsibility, and grit to cross the finish line.

Go Beyond

"Go Beyond" is taking that extra step to create moments that are unexpected but appreciated.

Our Just Cause - "Developing Growth-Minded People" - is about creating excitement and opportunity for those we work with to nurture their growth-mindset.

The "VC3 Way" is our set of people, process and technology, that produce a predictable result for our clients. You must be aware of, and maintain this standard, understanding that it is a living guide; Always updating and always changing based on influence from our team and the needs of our clients.

Key Responsibilities

• Assist with planning, scheduling and forecasting of projects and associated revenue
• Understand and follow "The VC3 Way". This is our set of standards and processes that produce a predictable result for the client. You must be aware of and maintain our standards.
• Assist with scheduling and running milestone meetings during the project.
• Identify and resolve scheduling conflicts | provide alternatives to deal with various pressures created by multi-client scheduling
• Document lessons learned for improvement of future projects and assign and follow up on action items.
• Assist with generating on-time, accurate monthly invoicing by tracking invoices received, auditing for accuracy and adjusting the forecast accordingly.
• Assist with ensuring projects are delivered on-time, on budget, and within scope.
• Identify requested/necessary changes to project scope/schedule and assist with generating change notices for client stakeholders.
• Manage the conversion of projects & assignment of Project Managers within our ticketing system
• Assist in the maintenance of up-to-date client and internal documentation.
• Communicate scheduling and capacity to internal stakeholders | Facilitate overall professional services planning
• Track project expenses ensuring, when appropriate, cost recovery processes are followed
• Provide weekly status updates to project stakeholders when required.
• Assist with sending out & compiling data for Post Implementation Reviews & Client Satisfaction Surveys for all completed projects.
• Manage small projects with reduced scope as a stepping stone to full Project Management.
• Provide coverage assistance for the Project Managers during vacations or busy periods.
• Assist the Project Managers with completing high-quality documents that will be presented to the client by the Project Manager.
• Monitor the project lifecycle and work closely with the Project Managers to schedule and complete the milestones in the Project Scope that require their attention.
• Monitor the project lifecycle and work closely with other departments within VC3 regarding the elements of Projects that require their direct intervention or approval.

Additional Responsibilities:

• Provide support and back-up for other members of the Project Management Office
• Actively Participate in Team Huddles, L10 Meetings, One on One Meetings, and any other Team Meetings
• Review Tickets with Manager
• Maintain accurate and real time timesheets, record complete and accurate notes of troubleshooting and communication with clients
• Receive mentoring and feedback from peers and others
• Create and update documentation when changes or occur, or when discoveries are made
• Attend monthly training & team meetings as required.
• Where appropriate, escalate complicated issues to a more senior resource or other appropriate teams

Performance Deliverables:

Each employee's performance is tracked through both leading and lagging key performance metrics:

• Utilization (Chargeable): This is a measure of the time spent specifically working on something for a client (ticket or project) versus non-client focused work types (Admin time, meetings, training). PTO is excluded from this calculation.
• Client Satisfaction (CSAT): This is a measure of Client Satisfaction following a project. Based on a standardized survey that is sent out, what % of completed projects received a positive rating.

Utilization (Chargeable) | Client Satisfaction (CSAT)

75% | 97%

Skills, Knowledge & Expertise

• 1-2 years of relevant industry experience
• A proven track record for excellence in client service.
• Good problem solving and decision-making skills; ability to understand and analyze complex issues
• Completion of an accredited 2-year post-secondary diploma in Computer Systems/Engineering or Business preferred
• Self-motivated, detail orientated, highly organized and able to handle a variety of tasks and responsibilities in an efficient manner with a high level of quality
• Conceptual knowledge of enterprise IT infrastructure, applications and processes.
• Excellent oral and written communication; Communicates in a timely, professional and respectful manner.

Thank you for your interest in VC3. We appreciate all applications; however, only those candidates selected for an interview will be contacted.