Intermediate Project Coordinator

InSync Systems; Calgary; Hybrid; CAD 60,000 - 85,000; Full time

Job summary

A leading consulting company is looking for an Intermediate Project Coordinator for a 12-month contract in Calgary, Alberta. The ideal candidate will actively manage project logistics and documentation in a dynamic environment while collaborating with cross-functional teams. Responsibilities include conducting discovery activities and maintaining clear communication with stakeholders. This role requires strong analytical skills, excellent communication abilities, and proficiency in Microsoft 365 tools.

Qualifications

• 2-4 years of experience in project coordination and/or business analysis, preferably in a public sector or non-profit environment.
• Experience supporting project planning, coordination, and documentation across multiple stakeholders.
• Project management certification such as PMP, CAPM, or equivalent is an asset.

Responsibilities

• Prepare and distribute agendas, take meeting minutes, and track action items from project meetings.
• Conduct discovery activities including interest-holder consultations, requirements gathering, and process mapping.
• Support the coordination and documentation of project activities.

Skills

Organizational

Time Management

Problem Solving

Analytical

Facilitation

Communication

Education

Bachelors Degree in business administration, project management or a related field

Tools

Microsoft 365

Job description

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

This is a hybrid position with a requirement to work in-person at the office, minimum 2 days per week. Standard Hours of work are 08:30 – 4:30, Monday to Friday. 35 hours per week.

Role Description

We are seeking a proactive and adaptable Project Coordinator. This role is ideal for someone who thrives in a dynamic and evolving environment, balancing project coordination duties with analytical responsibilities such as discovery work, interest-holder consultations, and finding summaries.

This is a hands-on role suited for someone who thrives in ambiguous environments, works well independently, and can move work forward even when processes or structures are still being built. You will work closely with cross-functional teams, interest-holders, and external partners, and receive direction from both the Manager and Director. You will support the coordination and documentation of project activities, including capturing decisions, tracking action items, and ensuring clear and timely communication with interest-holders.

Responsibilities

• Prepare and distribute agendas, take meeting minutes, and track actions items from project meetings and Steering Committees
• Conduct discovery activities including interest-holder consultations, requirements gathering, defining project objectives, process mapping, and analysis
• Capture findings and present recommendations to interest-holders and decision-makers
• Contribute to developing and maintaining project documents such as charters, RAID logs, dashboards and schedules.
• Identify potential risks, escalate the need for mitigation strategies, and resolve issues to keep projects on track.
• Attend and contribute to weekly status calls and governance meetings
• Contribute to building out internal project management processes, structures, and templates to support the growing Service Transformation Projects function
• Support presentation development and reporting needs for the Manager and Director
• Facilitate clear and consistent communication among project teams and stakeholders, ensuring all parties are informed of progress and changes.
• Build relationships across departments and facilitate collaboration to move work forward

Required Skills and Experience

• Bachelors Degree in business administration, project management or a related field (or equivalent experience) 2-4 years of experience in project coordination and/or business analysis, preferably in a public sector or non-profit environment.
• Experience supporting project planning, coordination, and documentation across multiple interest-holders
• Experience conducting discovery activities, such as interest-holder consultations, process analysis, and requirements gathering
• Demonstrated ability to manage project logistics, including meeting coordination, minute-taking, and tracking action items.
• Strong organizational and time-management skills with the ability to coordinate multiple tasks and priorities.
• Ability to work independently and within a collaborative, team-oriented environment
• Strong analytical and facilitation skills, including conducting interest-holder consultations and summarizing key findings
• Comfortable operating in ambiguous or evolving environments with minimal established processes
• Proactive problem-solving mindset and a willingness to take initiative
• Excellent written and verbal communication skills, including meeting facilitation, minute-taking, and presentation development
• Proficiency in Microsoft 365 tools (Teams, SharePoint, Planner, Word, Excel, PowerPoint)
• Understanding of public sector environments including processes, regulations, or compliance considerations.
• Familiarity with service transformation, operational improvement, or related initiatives
• Exposure to Agile principles and/or change management practices
• Project management certification such as PMP, CAPM, or equivalent is an asset
• Business analysis certification such as ECBA, CCBA, CBAP, PMI-PBA or equivalent is an asset
• Change management certification such as Prosci, CCMP, or equivalent is an asset

Please note that while all applications are appreciated, only candidates selected for interview will be contacted.

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.