Project Coordinator – IT Infrastructure Project

Project Coordinator – IT Infrastructure Project (12 Month Contract)

Location: New Westminster, BC / Hybrid

Staffing Placement Opportunity

Project Description And Background

The successful candidate will complement internal IT staff and contractors, with a primary focus on coordinating multiple relocation projects. As technology services are provided for enterprise facility projects, the Project Coordinator will work closely with Project Managers, facility project teams, and stakeholders across various operating divisions.

Responsibilities include coordinating and facilitating recurring project activities, managing project finances, administering contracts, preparing correspondence and reports, developing meeting materials, and providing general project administration. The role also involves planning, problem-solving, and recommending options or improvements for consideration by program and project managers.

Services

Duties

Working closely with the program team and stakeholders, the successful candidate will provide comprehensive program coordination services. Duties include, but are not limited to:

• Program Planning and Coordination
• Plan and organize program activities.
• Assist in documenting goals, objectives, work packages, schedules, and risks.
• Identify technical resource requirements and seek input or assistance as needed.
• Assist in determining the need for external resources.
• Support the development, planning, and monitoring of program budgets.
• Coordinate administrative activities to facilitate program funding.
• Coordinate project evaluations and assist in identifying success measurement standards for each project or phase.
• Meeting and Procurement Coordination
• Plan, coordinate, and attend program-related meetings; prepare agendas, notes, and minutes.
• Provide recommendations to support adherence to program goals, objectives, and timelines.
• Develop and prepare procurement specifications.
• Organize and track product delivery, warranty, and installation in alignment with program milestones.
• Escalate issues to the Program Manager and assist in tracking and resolving program risks and issues.
• Develop status reports and provide input on procedural or process improvements.
• Stakeholder Communication and Documentation
• Coordinate information sharing between stakeholders and act as a liaison for internal and external communications.
• Maintain program plans, tracking logs, and related documentation.
• Support the development, monitoring, and administration of program budgets.
• Approve invoices within delegated authority and reconcile monthly variance reports.
• Prepare correspondence, reports, analyses, forms, tools, and written procedures.
• Conduct research and summarize findings from surveys or studies as required.
• Vendor and Contract Management
• Participate in the evaluation and selection of consultants and vendors.
• Coordinate contract evaluation and selection processes.
• Monitor vendor and contractor performance for timeliness and compliance.
• Track service quality and escalate concerns as required.
• Financial Reporting
• Produce financial reports, including monthly, quarterly, and annual reporting on program expenditures and forecasts.
• Governance Administration
• Administer program governance documentation and ensure gating and funding documentation is completed, reviewed, and submitted appropriately.
• Resource and Contract Administration
• Work with Strategic Sourcing to onboard new resources and manage contract extensions.
• Maintain Purchase Orders and follow up on contract-related items.
• Onboarding Support
• Coordinate account setup, system access, and facility access cards.
• Arrange hardware preparation, account testing, and equipment distribution.
• Provide orientation materials and support documentation management (e.g., SharePoint sites and document repositories).
• Offboarding Support
• Coordinate termination of system and facility access.
• Arrange return of hardware and access cards.

Deliverables

Standard Program Coordination Deliverables And Supporting Documentation Will Be Expected And May Be Adjusted Based On The Scope And Scale Of The Program. These Include, But Are Not Limited To

• Financial reports including budget, actuals, burn rate, and forecasts.
• Status reports outlining progress against milestones, risks, issues, and decisions.
• Contract documentation such as Statements of Work (SOWs), Requests for Information (RFIs), and Requests for Proposals (RFPs).
• Governance documents including Project Change Approvals (PCAs), Specific Project Approvals (SPAs), and related documentation.
• Program meeting agendas and minutes.

Knowledge & Experience

To be considered for this position, candidates must meet the following minimum qualifications:

• Bachelor’s degree or equivalent in Computer Science, Engineering, Business, or a related field.
• 7+ years of IT program or project coordination experience.
• Experience managing program or project financials and producing regular financial reports.
• Previous vendor and contract coordination experience.
• Experience supporting IT Infrastructure projects is highly desirable.
• Experience working in a public sector organization is considered an asset.
• Strong organizational and time management skills.
• Excellent analytical, communication, and writing skills.
• Ability to gather, analyze, and consolidate information from multiple sources.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Visio).
• Experience with Microsoft Project Online, SharePoint, and OneDrive.
• High level of accuracy and attention to detail in a fast-paced environment.

Note; this is an opportunity with a Microserve client.