Project Coordinator & Workforce Administrator - Financial Services
- Mississauga, ON, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Required Education
The Project Manager/Group Admin provides comprehensive operational, administrative, and workforce management support to the technology department and its leadership team.
The role oversees headcount analytics, recruitment tracking, resource onboarding and offboarding, executive presentations, meeting coordination, internal communications, team engagement, and office administration.
Responsibilities include maintaining accurate workforce data, monitoring recruitment and contractor lifecycles, coordinating employee transitions, preparing leadership updates, managing site logistics and compliance requirements, and supporting organizational events.
The position requires strong organizational, analytical, communication, and interpersonal skills, along with advanced Microsoft Office proficiency and familiarity with collaboration platforms, reporting tools, and workforce management systems.
The ideal candidate is detail-oriented, proactive, discreet when handling confidential information, and capable of managing competing priorities while improving administrative processes and supporting an efficient, collaborative workplace.
Responsibilities
- Post-secondary diploma or Bachelor’s degree in Business Administration, Communications, Human Resources, or a related field, or equivalent practical experience.
- 4+ years of relevant experience in Project Management, Department Administration, or Business Management Support, preferably within a large corporate or financial technology environment.
- Advanced proficiency in Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, charts, and data organization; PowerPoint for executive presentations; Word; and Outlook.
- Hands-on experience managing and publishing content on Microsoft SharePoint, MS Teams, and enterprise collaboration platforms.
- Familiarity with business intelligence tools such as Tableau and Power BI, and workforce management systems such as Workday, Fieldglass, ServiceNow, or internal ERP systems.
- Exceptional organizational, multitasking, and prioritization skills in a fast-paced technology environment.
- Strong attention to detail and commitment to the accurate, confidential, and ethical handling of personnel and financial data.
- Strong written and verbal communication skills for interacting with senior executives, engineering leads, vendors, and external visitors.
- Proactive, self-directed approach with the ability to work autonomously, improve administrative workflows, and drive continuous improvement.
- Experience with workforce analytics, headcount reporting, recruitment tracking, contractor management, and resource lifecycle processes.
- Experience preparing executive presentations, managing meetings and calendars, coordinating travel and expenses, and documenting standard operating procedures.
- Familiarity with office logistics, visitor management, compliance tracking, software license renewals, and access governance.
- Experience coordinating employee engagement activities, internal communications, site events, and diversity and inclusion initiatives.
- Ability to identify opportunities to automate administrative processes and distribution list synchronization.
The Project Manager/Group Admin provides comprehensive operational, administrative, and workforce management support to the technology department and its leadership team.
The role oversees headcount analytics, recruitment tracking, resource onboarding and offboarding, executive presentations, meeting coordination, internal communications, team engagement, and office administration.
Responsibilities include maintaining accurate workforce data, monitoring recruitment and contractor lifecycles, coordinating employee transitions, preparing leadership updates, managing site logistics and compliance requirements, and supporting organizational events.
The position requires strong organizational, analytical, communication, and interpersonal skills, along with advanced Microsoft Office proficiency and familiarity with collaboration platforms, reporting tools, and workforce management systems.
The ideal candidate is detail-oriented, proactive, discreet when handling confidential information, and capable of managing competing priorities while improving administrative processes and supporting an efficient, collaborative workplace.
Responsibilities
- Maintain and update department headcount trackers covering employment categories (FTEs, consultants, graduates, and interns), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat and locker allocations, and special preferences.
- Generate month-over-month headcount trends, contractor-to-FTE ratios, and attrition analytics; document attrition reasons and market transition insights through professional networks.
- Track recruitment pipelines and open requisitions with Talent Acquisition, HR, and management at least twice weekly; compile monthly and year-to-date hiring metrics, promotion tracking, and graduate/intern rotation schedules.
- Monitor contractor tenures, vendor IDs, and contract end dates monthly using Tableau and internal reporting systems to support timely extensions or offboarding.
- Coordinate end-to-end onboarding for FTEs, contractors, graduates, and interns, including pre-hire documentation, Day-1 login readiness, welcome packages, hardware and stationery provisioning, locker assignments, and orientation check-ins.
- Execute departure procedures for resignations and contract completions, including locker clearance, equipment returns, and access de-provisioning.
- Develop, maintain, and review quarterly standard operating procedures for recruitment workflows, onboarding checklists, and departure processes.
- Design and format monthly executive presentations and operational updates; coordinate presentation decks for department town halls and site-wide forums.
- Maintain annual site calendars covering performance review cycles, town halls, leadership visits, and organizational milestones.
- Coordinate high-impact meetings, agendas, and logistics; prepare concise minutes of meetings with actionable follow-ups.
- Arrange domestic and international travel, accommodation, and timely expense reconciliation and submission.
- Manage office stationery, technical accessories, specialized team supplies, procurement, distribution, and physical locker allocation, auditing, and maintenance.
- Coordinate visitor logistics, security badge clearance, executive escort protocols, and meeting space arrangements on a weekly or biweekly basis.
- Track mandatory compliance training, software license renewals, and Compliance Management Platform (CMP) requirements.
- Administer and curate weekly content for internal SharePoint portals and enterprise collaboration channels, including Teams and Collaborate.
- Coordinate monthly and quarterly milestone celebrations, employee service anniversaries, and team achievements.
- Plan and execute monthly team engagement activities, team-building sessions, and social events.
- Support participation and logistics for site events, including hackathons, Women in Tech forums, and diversity and inclusion initiatives.
- Coordinate annual nomination and tracking cycles for leadership and talent programs, such as the VP Development program.
- Maintain, reconcile, and audit departmental email distribution lists for FTEs, consultants, graduates, Voice of the Employee (VOE), and site-wide groups.
- Partner with engineering and automation teams to identify opportunities to automate distribution list synchronization based on workforce changes.
- **Only those lawfully authorized to work in the designated country associated with the position will be considered.**
- **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**
- Founded in 1993
- Office Locations Across the U.S.
- 150+ Clients: Corporations and Government Agencies
- Employee Oriented Company
- Challenging Assignments Across the U.S.
- Continuous Professional Development
- We want you to work with us, but don't take our word for it. Take a look at this sampling of employee comments. They speak for themselves.
More about this job
Responsibilities
Provide operational, administrative, and workforce management support to the technology department, including headcount and recruitment reporting, employee transitions, executive presentations, and meeting coordination. Manage office logistics, compliance tracking, internal communications, team events, and administrative process improvements.
Requirements
Requires a post-secondary diploma or bachelor's degree in a relevant field, or equivalent practical experience, and at least four years of relevant experience. Candidates should have advanced Microsoft Office skills, familiarity with collaboration and workforce management platforms, strong organizational and communication abilities, and discretion when handling confidential data.
Skills
- Project Coordination
- Department Administration
- Workforce Analytics
- Headcount Reporting
- Recruitment Tracking
- Onboarding and Offboarding
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft SharePoint
- Microsoft Teams
- Tableau
- Power BI
- Workday
- Contractor Management
- Executive Communication
- Process Improvement
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Human Resources
- Management & Leadership
- Data & Analytics
- Technology
Keywords
- Project Coordination
- Workforce Administration
- Headcount Analytics
- Recruitment Pipeline
- Contractor Lifecycle
- Onboarding
- Offboarding
- Attrition Analytics
- Microsoft Excel
- Pivot Tables
- VLOOKUP
- XLOOKUP
- Microsoft PowerPoint
- Microsoft Word
- Microsoft Outlook
- SharePoint
- Microsoft Teams
- Tableau
- Power BI
- Workday
- Fieldglass
- ServiceNow
- ERP Systems
- Workforce Management
- Executive Presentations
- Standard Operating Procedures
- Compliance Tracking
- Access Governance
- Distribution List Management
- Process Automation