Project Coordination and Operations Administration Intern / Co-op (12 Months)

Univeris; Toronto; Hybrid; CAD 20,664 - 34,440; Part time

Benefits offered by this job

Hands-on experience in project management

Embedded in core business functions

Hybrid work model

Job summary

A financial services company in Toronto is seeking a Project Coordination and Operations Administration Intern. This role involves supporting the Professional Services team in project management and overseeing corporate operations to ensure smooth function. Candidates should possess strong organizational and communication skills, proficiency in Google Workspace, and familiarity with project management tools. This hybrid internship offers real exposure to PMO workflows and stakeholder management, enriching your internship experience within a dynamic office environment.

Qualifications

• Currently pursuing or completed a degree in relevant fields.
• Strong proficiency in Google Sheets, including VLOOKUPs and Pivots.
• Basic understanding of Agile, Scrum, or the SDLC.

Responsibilities

• Assist in creating project documents like Charters and Plans.
• Maintain RAID logs and draft weekly reports.
• Coordinate meetings and capture precise minutes.
• Manage facilities and vendor relationships effectively.

Skills

High proficiency in Google Workspace

Experience with Slack

Excellent organization skills

Proactive communication

Adaptability

Education

Currently enrolled in or a recent graduate of a Business, Project Management, or related program

Tools

Jira

NetSuite

Confluence

Job description

Role Overview

Are you a master of organization who loves seeing a plan come together? We are looking for a high-energy Project Coordination and Operations Administration Intern to join our team.

This is a unique dual-track role where you will spend 50% of your time supporting our Professional Services team as a Junior Project Manager and 50% ensuring our Toronto headquarters and corporate operations run like clockwork.

The successful candidate is a "solution-finder" who takes pride in a well-run office and can seamlessly pivot between high-level project tracking and essential administrative execution.

Key Responsibilities

• 1. Professional Services & Project Coordination (50%)
• Project Governance: Assist in the creation and maintenance of core project documents, including Charters, Kick-off decks, and Project Plans
• Monitoring & Reporting: Maintain the RAID log (Risks, Actions, Issues, Decisions), draft weekly status reports, and ensure Jira boards are up to date
• Meeting Lifecycle: Own the logistics for stakeholder meetings—from scheduling across time zones in Google Calendar to capturing precise minutes and tracking action items
• Data Analysis: Use NetSuite, JIRA and Excel to extract data and create reports that help leadership visualize project health
• 2. Operations & Facilities Management (50%)
• Real Estate & Facilities: Serve as the primary liaison with the Toronto office landlord and property management. Coordinate maintenance requests, office repairs, suite access/security fobs, and fire evacuation readiness
• Insurance Tracking: Maintain an organized repository of corporate insurance policies. Track renewal dates, coordinate with brokers for updated certificates of insurance (COI), and ensure compliance requirements are met
• Vendor Management: Manage relationships with office vendors (cleaning services, snack/coffee delivery, shredding, etc.) and ensure timely processing of invoices and service quality
• Audit & Compliance Support: Assist the Operations team with yearly SOC audit evidence collection, ensuring office access logs and physical security protocols are strictly followed
• Clerical & Admin Support: Handle incoming/outgoing mail and couriers. Organize digital filing systems and maintain internal documentation in Confluence
• Health & Safety: Act as a key member of the Joint Health and Safety Committee (JHSC), ensuring the office meets Ontario health and safety standards and coordinating regular inspections
• Special Projects: Assist the Operations team with ad-hoc projects, ranging from office layout changes to organizing internal team events and catering

Technical Requirements

• Education: Currently enrolled in or a recent graduate of a Business, Project Management, or related program
• The Toolkit: High proficiency in Google Workspace (Sheets: VLOOKUPs/Pivots are a must) or Microsoft Office. Experience with Slack, Zoom, and Confluence is a significant plus
• PM Tools: Familiarity with Jira, Confluence, or NetSuite is a significant advantage
• Methodology: A basic understanding of Agile/Scrum or the SDLC (Software Development Life Cycle)

Soft Skills (The "Must-Haves")

• Extreme Organization: You can prioritize a high volume of tasks and follow up on small details without reminders. Exceptional attention to detail
• The Mindset: A service-oriented "can-do" attitude with the ability to take full ownership of the office environment
• Proactive Communication: You provide concise status updates and "flag" risks before they become problems. Good interpersonal skills to effectively deal with vendors and communicate with the property owner
• Active Listening: You can sit in a complex technical meeting and accurately capture the "who, what, and when" of action items
• Adaptability: You stay calm when project scopes shift or office priorities pivot
• Physicality: Ability to lift/carry up to 30 lbs for office deliveries or event setups

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Why Join Us?

This isn't your typical "coffee-run" internship. You will be embedded in the core of our business, gaining hands-on experience in:

Project Management Office (PMO) workflows.

Corporate Operations and Risk Management.

Stakeholder Management across various seniority levels.

Our location is downtown Toronto in a small office environment. At the time of the posting, Univeris is working in a hybrid model, in the office three times a week.

At Univeris we embrace diversity and inclusion. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process may e-mail a request to [e-mail].

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.