Project Coordinator

MatchBox Consulting Group; New Westminster; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

MatchBox Consulting Group is urgently seeking a Project Coordinator for a 12-month contract with a New Westminster public sector client. This hybrid role (2 days on site, 3 remote) reports to a Senior Project Manager and supports a yard and charge management solution program.

You will handle day-to-day program finances, contract administration, minutes, and reporting; coordinate with vendors, manage procurement and governance paperwork, and maintain schedules and risk logs in a fast-paced

Qualifications

• 7+ years of IT program and project coordination experience.
• Experience managing project or program financials, including regular reporting.
• Previous vendor contract coordination experience.
• Strong organizational, time management, analytical, communication, and writing skills.
• Ability to gather and consolidate information from many sources.
• Experience with Microsoft Project, Project Online, and OneDrive.
• Strong SharePoint experience, including custom lists and workflow development.
• IT infrastructure experience is highly desirable.
• Public sector experience is valuable.

Responsibilities

• Plan and track goals, work packages, schedules, and risks.
• Organize program meetings, take notes, and prepare minutes.
• Develop and monitor budgets, approve invoices, and reconcile reports.
• Draft and proofread correspondence, reports, and procedures.
• Coordinate with vendors and contractors; manage procurement and contracts.
• Prepare procurement specs and track delivery, warranty, and installation.
• Prepare governance, gating, and funding paperwork with managers.
• Coordinate onboarding/offboarding: accounts, access, and equipment.

Skills

IT program coordination

Project coordination

Financial reporting

Vendor coordination

MS Office

Microsoft Project

SharePoint

Time management

Communication

Tools

Microsoft Project

Project Online

OneDrive

SharePoint

MS Office

Outlook

Word

Excel

PowerPoint

Visio

Job description

MatchBox Consulting is urgently seeking a Project Coordinator for a 12 -month contract opportunity at our New Westminster based public sector client. This is a hybrid role 2 days on site and 3 days remote.

Project Coordinator, Yard and Charge Management Solution

About The Role

We are looking for an experienced Project Coordinator to support a yard and charge management solution program. You will handle the recurring work that keeps the program on track, including day-to-day project finances, contract administration, correspondence, reporting, and meeting materials. You will report to a Senior Project Manager, work closely with the program team and stakeholders, and suggest changes or alternatives to the program and project managers where useful.

Key Responsibilities

• Planning and tracking: Help document goals, work packages, schedules, and risks. Maintain program plans, tracking lists, and related documents.
• Meetings: Organize and attend program meetings, take notes, and prepare minutes. Flag issues to the program manager and recommend solutions.
• Finances: Help develop and monitor budgets, approve invoices within your authority, and reconcile monthly variance reports. Produce monthly, quarterly, and annual financial reports covering current spend and forecasts.
• Communications: Act as a liaison for internal and external communications. Draft and proofread correspondence, reports, forms, and written procedures.
• Vendors and contracts: Help evaluate and select consultants, coordinate with vendors, track their timeliness and contract compliance, and elevate quality concerns. Work with Strategic Sourcing on new hires, contract extensions, follow-ups, and purchase order maintenance.
• Procurement and delivery: Prepare procurement specifications and track product delivery, warranty, and installation against program milestones.
• Governance: Prepare and submit program governance, gating, and funding paperwork after review with the project and program managers.
• Onboarding and offboarding: Coordinate accounts, system access, access cards, and hardware for new and departing team members. Orient new hires to team materials and documentation.

Typical Deliverables

• Financial reports (budget, actuals, burn rate, forecasts)
• Status reports covering milestones, issues, risks, and decisions
• Contract documents such as SOWs, RFIs, and RFPs
• Governance and change approval documents
• Meeting agendas and minutes

Qualifications

• 7+ years of IT program and project coordination experience
• Experience managing project or program financials, including regular reporting
• Previous vendor contract coordination experience
• Strong organizational, time management, analytical, communication, and writing skills
• Ability to gather and consolidate information from many sources
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint, Visio)
• Experience with Microsoft Project, Project Online, and OneDrive
• Strong SharePoint experience, including custom lists and workflow development
• Accuracy and attention to detail in a fast-paced environment
• IT infrastructure experience is highly desirable
• Public sector experience is valuable

About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.