Project Coordinator

Aversan Inc.; Toronto; On-site; CAD 60,000 - 80,000; Part time

Job summary

A leading engineering firm in Toronto is seeking a qualified Project Coordinator to provide essential administrative and operational support to project teams. The ideal candidate will have a Bachelor’s degree, strong communication skills, and advanced proficiency in Microsoft Office Suite. Responsibilities include organizing meetings, maintaining project documentation, and facilitating effective communication among stakeholders. This is a hybrid position offering a dynamic work environment.

Qualifications

• Self-motivated with the ability to work independently and with minimal supervision.
• Familiarity with project-based environments, particularly complex or international projects is considered an asset.
• Fluency in French and/or Spanish is considered an asset.

Responsibilities

• Assist in launching new projects and follow established initiation procedures.
• Schedule project meetings and prepare agendas.
• Coordinate the preparation and submission of reports to stakeholders.
• Maintain correspondence tracking logs and follow up on customer communications.

Skills

Strong verbal and written communication skills

Excellent organizational abilities

Strong interpersonal skills

Advanced proficiency in Microsoft Office Suite

Attention to detail and accuracy

Education

Bachelor’s degree in administration or related field

Tools

Microsoft Office Suite

JIRA

SAP

SharePoint

Job description

Project Coordinator

Aversan Inc. (www.aversan.com) is a trusted multi-service engineering and electronics manufacturing company. Aversan delivers leading-edge and reliable safety-critical electronics and software systems to the aerospace, defence, and space industries.

We are currently seeking a qualified and proactive Project Coordinator to provide administrative and operational support to Project Managers and project teams across assigned projects. This role is essential in ensuring smooth project execution, timely reporting, and effective communication among stakeholders.

Location: Toronto, ON

Job Type: Contractor

Working Arrangement: Hybrid

Responsibilities

• Assist in launching new projects by following established initiation procedures.
• Schedule project meetings, prepare agendas, record attendance, take minutes, track action items, and distribute documentation.
• Organize meeting logistics including room setup and catering.
• Maintain out-of-office records for staff travel and absences.
• Coordinate the preparation and submission of weekly/monthly reports to internal stakeholders and customers.
• Arrange visitor access, including badges and internet connectivity.
• Coordinate travel arrangements, including visa support when required.
• Process purchase requisitions, IRFs, PPRs, RMAs, and accounts payable invoices.
• Facilitate access to project tools and platforms (e.g., Livelink, ClearQuest, SharePoint, DOORs/Polarion).
• Support document and item shipments.
• Organize team-building activities and collaborate with the Event Coordinator for larger events.
• Maintain correspondence tracking logs and follow up on customer communications.
• Proofread and edit project documents as needed.
• Archive and audit project documentation in SharePoint according to company standards.
• Update organizational charts and WPM lists in SharePoint or SAP.
• Maintain and update Contract Data Requirements Lists (CDRLs), milestone charts, and other project metrics.
• Track and coordinate deliverables to ensure timely submission.
• Submit contractual deliverables via email or customer platforms (e.g., Aconex, Asite, EDMS).
• Assist in preparing Project Progress Reviews, including template usage, input collection, and action tracking.
• Provide backup support to other Project Coordinators as needed.
• Ensure handover and backup plans are in place before taking leave.
• Keep project-specific process documentation current to support seamless transitions.

Basic Qualifications

• Bachelor’s degree in administration, Business operations or related field
• Strong verbal and written communication skills.
• Excellent organizational abilities and capacity to manage multiple tasks efficiently.
• Strong interpersonal skills and ability to collaborate effectively.
• High attention to detail and accuracy.
• Self-motivated with the ability to work independently and with minimal supervision.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, Visio, PowerPoint).
• Familiarity with JIRA, SAP, and SharePoint are considered an asset.
• Fluency in French and/or Spanish is considered an asset.
• Experience in project-based environments, particularly complex or international projects is considered an asset.

Please note:

Interested applicants must apply directly to this link to be considered for this position: Project Coordinator

The name of the file for the resume should be the applicant’s full name and the position title you are applying for. The resume format should be PDF.