Project Coordinator

MatchBox is urgently seeking a Project Coordinator (Budget and Forecasting) for a 17-month contract role at our New Westminster, BC based client. This is a hybrid role 2 days on site and 3 days remote per week.

Project Coordinator

About The Role

Our client’s technology services division is supporting a Budgeting and Forecasting replacement project that will modernize the organization’s financial planning, budgeting, forecasting, and reporting. The project will assess and implement a fit‑for‑purpose solution to replace the existing legacy platform and improve process efficiency, data quality, collaboration, and visibility across Finance and enterprise stakeholders.

Responsibilities

Project Planning and Coordination

• Maintain the project plan and track actions, risks, issues, decisions, and dependencies.
• Help document goals, objectives, work packages, schedules, and risks.
• Identify technical resources and help determine the need for external resources.
• Coordinate project evaluations and help define success measures for each project or phase.
• Recommend process and documentation improvements to the Project Manager and project team.

Meetings, Communication, and Reporting

• Plan, coordinate, and attend project meetings; prepare agendas and minutes.
• Act as liaison for internal and external communications, keeping stakeholders informed.
• Prepare status reports, correspondence, special reports, analyses, and recommendations.
• Draft, edit, and proofread project documents, forms, tools, and written procedures.
• Research and summarize information from surveys, studies, and other sources.

Financial Management

• Help develop, monitor, and administer project budgets.
• Approve invoices within defined authority levels, and review and reconcile monthly variance reports.
• Produce monthly, quarterly, and annual financial reports on current spend and spending forecasts.
• Coordinate administrative activities to support project funding.

Procurement and Vendor Management

• Develop procurement specifications.
• Take part in the evaluation and selection of consultants and vendors, and coordinate contract evaluation and selection.
• Track product delivery, warranty, and installation against project milestones.
• Monitor vendor activity for timeliness, contract compliance, and quality, and elevate issues as needed.
• Work with Strategic Sourcing on hiring resources, contract extensions, follow-ups, and purchase order maintenance.

Governance

• Administer project governance paperwork, and ensure gating and funding documentation is completed, reviewed with the Project Manager, and submitted.
• Flag issues to the Project Manager and help track and resolve them, recommending solutions for budget, scheduling, and technology concerns.

Onboarding and Offboarding

• Onboard new hires: coordinate account, system, and access card setup, hardware preparation and testing, and provide introductory training and team materials (e.g., SharePoint site, document storage).
• Offboard departing resources: coordinate termination of account, system, and access card privileges, and the return of hardware and access cards.

Deliverables

• Financial reports (budget, actuals, burn rate, forecasts)
• Project status reports covering milestones, issues, risks, and decisions
• Project meeting agendas and minutes
• Project close-out support and document updates
• Other deliverables as required

Qualifications

• 7+ years of IT project and project coordination experience
• Experience with IT infrastructure (highly desirable)
• Experience managing project financials, including producing regular reports
• Previous vendor contract coordination experience
• Excellent organizational and time management skills
• Strong analytical, communication, and writing skills
• Ability to gather, analyze, and consolidate information from a variety of sources
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint, Visio)
• Experience with Microsoft Project Online, SharePoint, and OneDrive
• Accuracy and attention to detail in a fast-paced environment
• Public sector experience (an asset)

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accountin