Junior Project Coordinator to support a PM leading two projects and be responsible for project-related administrative tasks.

2 months ago

Victoria British Columbia BP, Capital, Canada S.i. Systems Full time

Our Financial Services client is seeking an Junior Project Coordinator to support a PM leading two projects and be responsible for project-related administrative tasks.


Contract duration: November 18 - March 31st 2025 with 2 additional 1 year extensions possible. 4 days a week ON SITE in Victoria, BC.


Must Have Skills:

  • Post-secondary education in Business Administration or equivalent area of study
  • 3+ years’ experience providing administrative support and/or project coordination in a corporate business environment.
  • Proficiency in Microsoft 365, Adobe Acrobat, Smartsheet and other common office software applications.


Deliverables:

  • Supports the Project Manager and provide project support as required and process guidance to ensure compliance with accepted BCI standards.
  • Coordinates project activities, including scheduling meetings and workshops, preparing agendas, and material distribution.
  • Supports the project artifacts including plans and logs as necessary.
  • Formatting support to ensure that project documentation is complete, accurate, and up to date.
  • Provide administrative support to the project team, including managing project-related correspondence and organizing files.
  • Provide support in contractual aspects related to the project, such as working with Procurement to development of Statement of Work, purchase orders, price quotes and other contractual materials.
  • Supports department with scheduling meetings, coordinating boardroom bookings and reservations for external event venues.
  • Coordinates department/branch-level training, including but not limited to working directly with training vendor, working with Technology (if required), scheduling, boardroom bookings, testing technology with training vendor, etc.
  • Onboards new hires/contractors by ensuring new hire/contractor seating is assigned, coordinating clean up and supporting internal moves/reconfiguration, if need be, and generating first-day welcome correspondence.
  • Provides registration support for conferences and courses for department, including but not limited to completing spend authorization, registering with the vendor and expense reconciliation/reimbursement.
  • Provides travel coordination support for department, including but not limited to completing spend authorization, finalizing travel with employee/vendor, reviewing travel requirements and expense reconciliation/reimbursement.
  • Assists with onboarding/extension/offboarding contractors and agency workers process and maintain up to date information on Smartsheet and filing system for tracking purposes.
  • General upkeep of Finance department, including but not limited communication distribution, maintaining distribution lists (Outlook and MS Teams membership), and Finance SharePoint Online site.
  • Perform other duties as assigned by the Project Manager or Executive Assistant, SVP Finance & CFO.
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