Project Controls Coordinator

SmartICE is looking for a Project Controls Coordinator to play a key role in supporting the success of our projects. This position will be responsible for ensuring projects perform within constraints , monitoring budgets, milestones and reporting schedules to ensure compliance with funder or customer requirements . The ideal candidate is detail-oriented, organized, and thrives in a collaborative environment.

What you will do:

• Lead the cost control process, generating reports to monitor project earned values in comparison to budgets, and ensuring accuracy through regular monitoring and updates.
• Conduct quality control for project budgeting, identify and resolve issues, and provide timely updates to project and finance teams.
• Facilitate internal reporting processes, compile financial and activity progress reports, and ensure compliance with funder or customer requirements.
• Complete and submit project-related invoices and expense claims accurately and on time.
• Review agreements, document key requirements, and outline budgets, constraints, and milestones.
• Track project progress and milestones through regular reviews with teams and stakeholders, ensuring timely updates and documentation.
• Monitor project salary and wage allocations and communicate with project managers to maximize funding coverage and accurately reflect resource utilization.
• Update quarterly salary project allocation and incorporate into the accounting system through a journal import via SaasAnt software.
• Act as a liaison between project teams and the Finance team by completing journal entries, invoicing, and financial reporting to maintain accurate and compliant financial records.
• Support contract development with project stakeholders and monitor deliverables to ensure project success.
• Support process improvement and work with project teams to further implement effective project management processes.
• Update and maintain project documentation and forms as required.

SmartICE is looking for people who have:

• Have a Bachelor's degree or diploma in Finance, Accounting, Business Administration, Commerce, Project Management, or a related field — or equivalent professional experience.
• 2–5 years of experience in financial management, project coordination, or a similar role.
• Proficiency with financial and project tools such as QuickBooks, Microsoft Excel, and project management software (e.g., Asana, Trello, MS Project).
• Professional certifications such as PMP, CAPM, or CPA are considered strong assets.
• Exceptional attention to detail with strong time management skills.
• Proven experience in cost control, budget tracking, and financial reconciliation.
• Ability to analyze and compile financial and activity reports in alignment with project requirements.
• Comfortable supporting multiple projects simultaneously and meeting tight deadlines.
• Strong problem-solving skills, especially in identifying and resolving budget discrepancies.
• Excellent organizational, communication, and documentation skills.

What SmartICE Offers:

• Full-time employment
• Supportive and flexible working environment
• Hybrid work
• Health & Dental Benefits
• RRSP Matching
• Flexible Leave Policy

Be You, Belong Here

At SmartICE, we are committed to building community through relationships, we have space at the table for everyone's voice. We value your unique knowledge and experience, and together we will thrive.

In recruiting for our team, we welcome and strongly encourage candidates who identify as indigenous or are otherwise marginalized on the grounds of gender, gender expression, ethnicity, gender identity, sexual orientation, neurodiversity, race, or disability to apply. Lived experience as a member of any marginalized community is considered an asset.

For positions within the Northern communities in which we operate, preference will be given to those who identify as Indigenous.

HOW TO APPLY:

We are interested in meeting you If you feel that you meet these qualifications and are interested in working with us apply through Indeed.

Job Type: Full-time

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Work Location: Hybrid remote in St. John's, NL A1E 1R2