Project Controller

Swoon; Toronto; Hybrid; CAD 75,000 - 105,000; Full time

Job summary

Swoon is seeking a Portfolio Coordinator to provide governance, reporting, financial tracking, and delivery coordination across Agile, Waterfall, and hybrid initiatives. You will support governance forums, executive reporting, and portfolio controls, partnering with portfolio leadership and cross-functional teams to enable delivery readiness and accountability.

The ideal candidate has 5+ years in PMO or portfolio roles, strong Excel, Power BI, Jira/Confluence experience, and excellent

Qualifications

• 5+ years in PMO, Portfolio Analyst, or similar.
• Experience supporting governance, financial management, and risk management.
• Experience producing executive reporting and dashboards.

Responsibilities

• Coordinate portfolio governance forums, reviews, steering committees, and ad hoc meetings.
• Collect, consolidate, and validate project updates across delivery teams.
• Prepare executive dashboards, status reports, and briefing materials.
• Track funding, budgets, forecasts, and variances.
• Coordinate onboarding, release readiness, and post-release support when needed.

Skills

Portfolio governance

PMO practices

Executive reporting

Jira

Confluence

Power BI

SharePoint

Stakeholder management

Communication

Meeting facilitation

Education

Post-secondary education in Business, Finance, Technology, PM

Tools

Jira

Confluence

Atlassian Rovo

Power BI

Microsoft Copilot

SharePoint

Job description

The Portfolio Coordinator provides governance, reporting, financial, and delivery coordination across a portfolio of Agile, Waterfall, and hybrid initiatives. The role supports effective governance, leadership visibility, operational discipline, and delivery readiness by coordinating meetings, reporting, financial tracking, stakeholder communications, and portfolio controls.

Working closely with portfolio leadership, business leads, Product Owners, Product Managers, Scrum Masters, and other stakeholders, the Portfolio Coordinator helps manage priorities and support initiatives across the portfolio. The successful candidate is proactive, self-motivated, comfortable navigating ambiguity, and able to drive work forward with minimal direction.

Governance and Meeting Coordination

• Coordinate portfolio forums, governance reviews, steering committees, and ad hoc meetings.
• Manage meeting schedules, agendas, distribution lists, and logistics.
• Capture and maintain meeting minutes, decisions, action items, risks, and follow-ups to support accountability and execution.
• Spot-check project documentation for completeness, consistency, and alignment with established standards.
• Support governance, compliance, audit, and risk management activities, including tracking approvals, sign-offs, and outstanding actions.

Portfolio Reporting and Executive Communications

• Collect, consolidate, and validate project updates across Agile and Waterfall delivery teams.
• Use Jira and portfolio management tools to compile leadership reporting, track delivery progress, and provide portfolio insights.
• Prepare executive dashboards, status reports, presentations, and briefing materials for leadership and governance forums.
• Coordinate communications and follow-up across business, product, technology, risk, delivery, and executive stakeholders.

Financial Management and Portfolio Controls

• Support portfolio financial management, including funding, budgets, forecasts, variances, and periodic financial reporting.
• Track funding requests, investment approvals, budget reallocations, and financial commitments.
• Maintain portfolio financial records, reporting materials, and supporting documentation in SharePoint and other approved repositories.
• Monitor portfolio deliverables, reporting deadlines, governance submissions, and key commitments to support timely completion.

Delivery, Release, and Onboarding Support

• Coordinate onboarding for new team members, projects, and initiatives entering the portfolio.
• Support release readiness, including coordination and tracking of pre-release business testing, validation of participant lists and contact information, and escalation of issues, risks, and actions that may affect delivery.
• Assist with implementation activities and provide post-release support as needed. Occasional weekend support may be required.

Skills and Competencies

• Strong knowledge of portfolio governance, PMO practices, project controls, and executive reporting.
• Experience managing financial reporting, budget tracking, forecasting, variance analysis, and funding oversight.
• Ability to coordinate governance activities, risk assessments, compliance reviews, approvals, and audit-ready documentation.
• Proficiency in portfolio reporting and dashboard creation using Jira, Confluence, Atlassian Rovo, Power BI, Microsoft Copilot, and other portfolio reporting and productivity tools.
• Strong stakeholder management skills, with the ability to build relationships and collaborate across business and technology teams.
• Excellent verbal and written communication skills, including preparation of executive presentations, leadership communications, and meeting materials.
• Strong facilitation skills and experience coordinating leadership forums, governance meetings, and working sessions.
• Excellent organizational, planning, prioritization, and time-management skills, with the ability to manage competing priorities.
• Strong analytical and critical-thinking skills, including the ability to identify risks, trends, dependencies, and opportunities for improvement.
• High attention to detail and commitment to accuracy, quality, and follow-through.
• Self-motivated and proactive, with the ability to work independently and contribute effectively within cross-functional teams.
• Adaptable and comfortable working in fast-paced Agile, Waterfall, and hybrid delivery environments.
• Advanced proficiency with Microsoft Excel, Word, Outlook, Teams, and SharePoint.
• Advanced PowerPoint and executive presentation development skills, including:
• Demonstrated expertise creating polished, executive-ready presentations with strong attention to detail.
• Ability to apply professional presentation standards, including consistent formatting, branding, font usage, headers, footers, alignment, visual hierarchy, and logical slide flow.

Experience and Qualifications

• 5+ years of experience as a Project Control Officer, PMO or Portfolio Analyst, Project Coordinator, or in a similar role.
• Experience supporting complex portfolios, programs, or enterprise initiatives.
• Experience working in Agile, Waterfall, or hybrid delivery environments.
• Experience producing executive reporting, portfolio dashboards, and leadership presentations.
• Experience supporting governance, financial management, risk management, and project controls.
• Post-secondary education in Business, Finance, Technology, Project Management, or a related discipline.
• PMP, CAPM, PMI-PMOCP, PRINCE2, Scrum, Agile, or equivalent certification is an asset.