Project Coordinator

Job Title: Project Coordinator

12-month contract | Hybrid in the Greater Vancouver Metropolitan Area | Closing Date: Thursday, October 29, 2026 | Must hold a valid Canadian Work Visa

Our client, one of Canada's largest public transportation organizations, is seeking an experienced Project Coordinator for a 12-month contract opportunity in the Greater Vancouver area, with the possibility of extension.

The Project Coordinator will support the delivery of a major Yard and Charge Management Solution (YCMS) Program, working within an established technology Project Management Office (PMO). This role will provide comprehensive coordination and administrative support across program planning, financial management, contract administration, procurement, governance, reporting, and stakeholder communications.

Reporting to a Senior Project Manager and collaborating closely with program leadership, technical teams, vendors, and business stakeholders, the successful candidate will be responsible for maintaining accurate project documentation, monitoring budgets and expenditures, coordinating resources, and ensuring key program activities remain organized and on schedule.

The position requires a highly organized and detail-oriented professional who can independently manage competing priorities, identify potential issues, and proactively support program delivery. The successful candidate will also contribute to process improvements, vendor coordination, and the onboarding and offboarding of project resources.

The ideal candidate brings 7+ years of IT program and project coordination experience, with strong capabilities in project financial reporting, vendor contract administration, SharePoint, Microsoft Project, and program governance. Experience supporting IT infrastructure initiatives and working within large, complex organizations will be particularly valuable.

Responsibilities:

• Provide comprehensive program and project coordination support for a major enterprise technology initiative, working closely with Project Managers, program leadership, technical teams, and stakeholders
• Plan, organize, and coordinate program activities, including documenting objectives, work packages, schedules, milestones, risks, and resource requirements
• Support the development, maintenance, and monitoring of integrated program plans, schedules, budgets, and project tracking documentation
• Assist with identifying resource requirements, coordinating technical resources, and determining the need for external consultants or contractors
• Manage day-to-day program financial administration, including budget tracking, expenditure monitoring, invoice processing, and financial reconciliations
• Prepare recurring monthly, quarterly, and annual financial reports, including budget-to-actual comparisons, spending forecasts, burn rates, and variance analyses
• Support program funding activities by coordinating administrative requirements, preparing supporting documentation, and tracking approval processes
• Maintain and administer program governance documentation, ensuring project gating, funding requests, and approval materials are completed, reviewed, and submitted on time
• Prepare and coordinate governance documents, including Project Change Approvals (PCAs), Specific Project Approvals (SPAs), and related authorization materials
• Develop and maintain project status reports (PSRs) covering progress against milestones, risks, issues, decisions, and outstanding actions
• Coordinate program meetings, including scheduling, agenda preparation, presentation materials, meeting minutes, and action-item tracking
• Monitor project schedules and deliverables, proactively identifying potential delays, risks, resource constraints, or administrative issues
• Escalate concerns to program leadership and recommend practical solutions to address scheduling, budgetary, technical, or operational challenges
• Maintain accurate program plans, tracking registers, document repositories, correspondence, and other project records
• Coordinate communication and information sharing between internal stakeholders, external consultants, vendors, and program team members
• Draft, edit, and proofread business correspondence, reports, presentations, project documentation, and administrative materials
• Conduct research, gather information from multiple sources, and prepare analyses, summaries, recommendations, and special reports as required
• Support procurement activities, including the preparation and coordination of Statements of Work (SOWs), Requests for Information (RFIs), Requests for Proposals (RFPs), and other contract documentation
• Assist with the evaluation and selection of consultants, contractors, and external service providers
• Coordinate with Strategic Sourcing on resource procurement, vendor engagements, contract extensions, contract follow-ups, and Purchase Order maintenance
• Track vendor and contractor deliverables, monitor contract compliance, and identify performance or service quality concerns for escalation
• Coordinate the delivery, installation, and warranty tracking of products and equipment in accordance with program milestones
• Support new employee and contractor onboarding, including coordination of system accounts, hardware preparation, access permissions, location access cards, and equipment setup
• Provide onboarding guidance and training on team procedures, document repositories, SharePoint sites, and administrative processes
• Coordinate employee and contractor offboarding, including system access termination, hardware returns, and access card collection
• Identify opportunities to improve program administration, reporting processes, documentation standards, and internal workflows
• Provide additional project coordination and administrative support across related technology initiatives as required

Qualifications:

• 7+ years of IT program and project coordination experience, preferably supporting large-scale enterprise technology initiatives
• Experience supporting IT infrastructure projects or programs is highly desirable
• Demonstrated experience managing program or project financial administration, including budget tracking, actual expenditures, spending forecasts, burn rates, and variance reporting
• Proven experience preparing and maintaining financial reports, project status reports, governance documentation, and project tracking materials
• Previous experience coordinating vendor contracts, procurement processes, consultant engagements, and contractor administration
• Familiarity with preparing and managing Statements of Work (SOWs), Requests for Information (RFIs), Requests for Proposals (RFPs), and Purchase Orders
• Experience supporting project governance, funding approvals, change requests, and formal project documentation
• Strong understanding of project and program coordination practices, including scheduling, resource tracking, risk and issue management, and stakeholder communications
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Visio
• Experience working with Microsoft Project, Project Online, and OneDrive
• Strong SharePoint experience, including custom list creation, workflow development, document management, and collaboration site administration
• Demonstrated ability to gather, analyze, consolidate, and present information from multiple sources
• Strong analytical and problem-solving skills, with the ability to identify issues, assess alternatives, and recommend practical solutions
• Excellent organizational and time management skills, with the ability to manage multiple competing priorities and deadlines
• Exceptional attention to detail and accuracy when preparing financial reports, project documentation, and administrative records
• Strong written and verbal communication skills, including experience preparing professional correspondence, meeting materials, reports, and presentations
• Proven ability to coordinate activities and communicate effectively with Project Managers, technical teams, business stakeholders, vendors, and external consultants
• Experience coordinating resource onboarding and offboarding, including system access, equipment provisioning, and administrative documentation
• Ability to work independently, take initiative, and proactively identify opportunities to improve project coordination and administrative processes
• Demonstrated ability to perform effectively in a fast-paced, complex, and deadline-driven environment
• Strong interpersonal and collaboration skills, with the ability to build productive working relationships across multiple departments and stakeholder groups
• Experience working within a public sector organization is considered an asset

NOTE: Interested candidates who meet the above qualifications are encouraged to apply directly. Due to the volume of applications, only those shortlisted will be contacted.