Project Coordinator Lead 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 Lead is responsible for managing and leading a team of Project Coordinators who provide 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. This position also acts in a hands-on capacity by being involved with a range of projects and will need to utilize excellent communication skills to facilitate activities across departments by still working within the Project Coordinator team responsibilities. This involves resource scheduling, vendor management, purchasing coordination, performance-to-contract reporting and various administrative functions.

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 ensuring projects are delivered on-time, on budget, and within scope.
• Perform employee reviews and assist department manager with hiring for your team. Build a culture of continuous improvement via feedback, coaching and staff development.
• 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 other departments within VC3 regarding the elements of Projects that require their direct intervention or approval.
• Assist in the maintenance of up-to-date client and internal documentation.
• Track project expenses ensuring, when appropriate, cost recovery processes are followed
• Provide weekly status updates to project stakeholders when required.
• Advocate for the client in day-to-day operations.
• Assist with sending out & compiling data for Post Implementation Reviews & Client Satisfaction Surveys for all completed projects.
• Responsible for the scheduling, time and utilization management of team members. Ensuring every hour is a profitable hour and that workflows and procedures are being followed.
• Assist with generating on-time, accurate monthly invoicing by tracking invoices received, auditing for accuracy and adjusting the forecast accordingly.
• Communicate scheduling and capacity to internal stakeholders | Facilitate overall professional services planning
• Assist with planning, scheduling and forecasting of projects and associated revenue
• Monitor the project lifecycle and work closely with the members of the PMO team to schedule and complete the milestones in the Project Scope that require their attention.
• Assist with scheduling and running milestone meetings during the project.
• 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.
• Provide coverage assistance for members of the PMO team during vacations or busy periods.
• Identify and resolve scheduling conflicts | provide alternatives to deal with various pressures created by multi-client scheduling
• Ensure objectives are clear, progress is tracked, and results are reviewed, and instill a culture of high performance.
• Review and manage Project Coordinator backlog to ensure projects are being correctly scheduled, prioritized and moving through the system as desired.
• Document lessons learned for improvement of future projects and assign and follow up on action items.
• Act as an escalation point for critical client issues, communicate and manage communication with customers as needed.
• Mentor and motivate your team via one-on-one meetings and other methods to provide coaching and guidance.
• Manage team performance and tools to meet or exceed SLOs.

Additional Responsibilities:

• Collaborate across all VC3 departments to maximize overall customer satisfaction.
• Providing timely responses and guidance to client requests.
• Be a leader within the company, attending staff events, participating in meetings, encouraging a positive morale and holding all employees accountable. Set the example to follow for customer service.
• Assist with the development and evolution of the Team Lead role.
• Attend training & team meetings as required.
• Provide support and back-up for other members of the Project Management Office
• Ensure quality administrative results from your team. For example, real-time time entry, timely submission of timesheets and expenses, frequent and business appropriate customer communications, and overall presentability.
• Maintain accurate and up to date process & departmental documentation.
• Assist the Manager, Project Management Office with maintaining accurate and up to date documentation through the change management processes.

Performance Deliverables:

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

• Team 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.
• Team 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.

Team Utilization (Chargeable) | Team Client Satisfaction (CSAT)

75% | 97%

Skills, Knowledge & Expertise

• A proven track record for excellence in client service.
• 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.
• Active participation in leadership for individual contributor sessions or VC3 leadership academy
• Good problem solving and decision-making skills; ability to understand and analyze complex issues
• Applicable leadership experience or relevant training
• Completion of an accredited 2-year post-secondary diploma in Computer Systems/Engineering or Business preferred
• Excellent oral and written communication; Communicates in a timely, professional and respectful manner.
• 1-2 years of project coordination experience

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