Project Coordinator

6 months ago

Calgary, Canada InSync Full time

We are looking for a
**Project Coordinator** for a
**12-month contract position, with possible extensions** in
**Calgary, Alberta.**
**Must be legally entitled to work in Canada.**

**Hybrid schedule, at least 4 days in the office. 8 hours a day, 40 hours a week. It is NOT a remote role.**

**Role Description**

**Responsibilities**
- Build and maintain team Content Server workspace, SharePoint site, Microsoft Teams channel, postings, access management.
- Perform document management and maintain documentation library, both in SharePoint and Content Server.
- Organize, attend, and participate in various Project meetings as required (e.g., Working Committee, Steering Committee, townhalls, workshops).
- Create and maintain various project trackers (e.g., build interface tracker, Business & IT resources requirement tracker, new resource onboarding/offboarding tracker, project resource utilization tracker).
- Create and maintain project team calendar of planned events.
- Manage team members’ vacation schedule, setting up reminders and notifications.
- Provide additional onboarding training sessions to new resources including building the training deck.
- Manage in-team communications including information posting, deadline reminders etc.
- Engage with the project team to identify and define requirements, scope, and objectives.
- Ensure standards and requirements are met by adhering to templates and process set by the CPMO governance team.
- Assist in managing resource utilization on the project, including forecasting, resource leveraging etc.
- Assist in maintaining project RAID log (Risks, Actions, Issues and Decisions).
- Draft and QA project documentation (e.g., Project Management Plan, Project change request).
- Assist in document approval process including managing artifacts to be saved in the proper folders, create approval request in ServiceNow and follow ups.
- Assist in the execution of project change management process including creating CR, gathering information from working team.
- Assist in project budget build (if required), using bottom up or top-down approach depending on scenarios and/or the requirements.
- Create and maintain Project Forecast Template.
- Maintain, and update the ServiceNow PPM tool.
- Provide instruction to 3rd party vendors of invoicing process (e.g., account setup in OpenInvoice, invoice submission requirements, invoice coding to use).
- Manage Project financials in ServiceNow.

**Required Skills and Experience**
- **5+ years of experience in planning and scheduling projects as a project coordinator.**:

- **Experience creating monitoring and project tracking databases and spreadsheets.**:

- **Experience working with and coordinating multiple stakeholders and the ability to establish trust and rapport with people working remotely.**:

- Experience with MS Project is an asset.
- Experience with SharePoint is an asset.
- Working knowledge of SAP is an asset.
- Oil and gas experience is an asset.

**InSync Systems Inc.** is a privately-owned boutique Canadian Resourcing and Consulting Services Company that works closely with a range of corporate clients across multiple industries to bring them solutions that effectively address their business needs.

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