Project Coordinator

InSync Systems; Calgary; On-site; CAD 85,000 - 110,000; Full time

Job summary

A Canadian consulting firm is seeking a Project/Portfolio Coordinator for a 12-month contract in Calgary. This role involves managing project operations, financial tracking, and reporting. The ideal candidate has over 10 years of project coordination experience, preferably in oil and gas. This position is onsite and requires strong communication and organizational skills.

Qualifications

• Minimum 10 years experience in project coordination and/or project management.
• Experience in oil and gas environments is a strong asset.
• Familiarity with capital allocation frameworks and project governance.

Responsibilities

• Manage operational details of transformation projects.
• Track financials and develop portfolio-level status reports.
• Liaise with vendors and maintain project documentation.

Skills

Project coordination

Financial tracking

SharePoint management

Communication skills

Education

Bachelor’s degree from an accredited university

Job description

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

This position is 100% onsite in downtown Calgary. 8 hours a day, 40 hours a week. It is NOT a remote role.

Role Description

Reporting to the Senior Manager, Business Transformation Portfolio, the Project /Portfolio Coordinator is a tactical, execution-focused role responsible for managing the operational details of a portfolio of transformation projects. This includes financial tracking, schedule and dependency tracking, value delivery, governance support, and team collaboration.

Responsibilities

• Portfolio Monitoring & Reporting
• Maintain detailed financial tracking for the portfolio and individual projects. Update forecasts and actuals per Company’s monthly process. Collaborate with Finance and D&IT to produce standard reports, analyze variances, and flag issues. Support annual LRP development aligned to the portfolio roadmap. Maintain financials in ServiceNow PPM; support vendor invoicing and payment workflows in OpenInvoice. Reconcile monthly actuals and forecasts.
• Develop and maintain a portfolio-level schedule view, including cross-project dependencies and key milestones. Conduct monthly variance analysis and flag issues.
• Develop and maintain a monthly portfolio-level status report, consolidating monthly project status reports into a portfolio view. Analyze for financial risks, delays, and dependencies requiring escalation.
• Track adherence to the Capital Allocation Framework in collaboration with Business Opportunity Managers and IA&PM. Provide input into Investment Memo financials, ensuring alignment with portfolio financials.
• Co-develop and maintain the Business Transformation Value Delivery Framework. Establish fit-for-purpose mechanisms aligned with Company standards.
• Liaise with SCM, VMO, and vendors on PSOW status, document filing, and invoice processing.
• Maintain trackers for interfaces, resource requirements, onboarding/offboarding, and utilization. Maintain and follow up on portfolio-level Risks, Actions, Issues, and Decisions (RAID). Prepare decision materials and manage Docusign approvals.
• Build and maintain SharePoint sites, Content Server workspaces, and Teams channels. Manage access and ensure documentation is organized and current.
• Maintain portfolio-level documentation in SharePoint and Content Server.
• Prepare and distribute materials for Steering Committees and portfolio status meetings. Take minutes and follow up on actions and decisions.
• Manage team communications, reminders, and email distribution lists.
• Maintain team calendars and coordinate key project events.
• Provide responsive support for miscellaneous team requests and tasks.

Required Skills and Experience

• Bachelor’s degree from an accredited university
• Minimum 10 years experience in project coordination and/or project management.
• Experience in oil and gas environments is a strong asset
• Familiarity with capital allocation frameworks, project governance, value delivery frameworks
• Experience with content management and SharePoint
• Experience with financial tracking and forecast
• We acknowledge the value of transferrable skills and may consider equivalent combinations of experience and education should you not meet a specific requirement.

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.