RQ00775 - Project Control Officer - Junior for Emergency Services

Maarut; Toronto; On-site; CAD 90,000 - 115,000; Full time

Job summary

Maarut is seeking a contingent Project Control Officer to support Emergency Services implementation teams in scheduling, meeting coordination, documentation, and reporting across multiple workstreams. The role requires strong organization, accuracy, and proactive follow-up with project managers, internal partners, and stakeholders.

The position emphasizes maintaining clear documentation repositories, action logs, and status materials while coordinating calendars and meetings.

Qualifications

• Post-secondary education in business administration, project coordination, health administration, or a related field; equivalent education and experience may be considered.
• Working knowledge of basic project coordination concepts including timelines, roles, actions, decisions, risks, issues, and status reporting.
• Experience using project coordination tools such as MS Project, MS Planner, or similar platforms.
• Experience supporting health system, implementation, or multi-workstream project environments.

Responsibilities

• Coordinate calendars, meetings, working groups, agendas, materials, minutes, decisions, and follow-up actions for Emergency Services implementation teams.
• Schedule and organize recurring and ad hoc meetings, ensuring participants have information and context to participate effectively.
• Prepare and maintain meeting records, action logs, decision logs, status materials, briefs, presentations, and correspondence.
• Maintain document repositories, trackers, templates, and shared workspaces so information is organized and easy to locate.
• Gather updates from team members, check for completeness, and follow up to clarify missing details or next steps.
• Use judgment to identify scheduling conflicts, gaps, unclear accountabilities, overdue items, or issues needing attention.
• Coordinate information flow across workstreams, internal partners, and stakeholders to support clear communication and timely follow-up.
• Support project managers with risk registers, routine reporting, document prep, meeting follow-up, and coordination of requests.
• Provide administrative support for budgeting, invoice tracking, expense processing, procurement follow-up, and related coordination activities.

Skills

Scheduling

Coordination

Communication

Critical thinking

Time management

Documentation

Education

Post-secondary education in business administration or project coordination

Tools

MS Project

MS Planner

SharePoint

Outlook

Excel

PowerPoint

Job description

Job Information

Term 250 Days

Number of Positions 2

Work Experience 10+ Years

City Toronto

State/Province Ontario

M4C

Job Description

The purpose of this request is to acquire a contingent Project Control Officer to support Emergency Services implementation teams with scheduling, meeting coordination, documentation, reporting materials, action tracking, and follow-up across multiple workstreams. The role will act as a central coordination point to help keep information organized, current, accessible, and actionable for project managers, implementation leads, internal partners, and stakeholders.

Responsibilities:

• Coordinate calendars, meetings, working groups, agendas, materials, minutes, decisions, and follow-up actions for Emergency Services implementation teams.
• Schedule and organize recurring and ad hoc meetings, ensuring participants have the information, materials, and context needed to participate effectively.
• Prepare and maintain meeting records, action item lists, decision logs, status materials, briefing notes, presentations, correspondence, and other documentation.
• Maintain document repositories, trackers, templates, and shared workspaces so information is accurate, organized, appropriately labelled, and easy to locate.
• Gather updates from team members, review information for completeness and consistency, and follow up to clarify missing details or next steps.
• Use judgment and critical thinking to identify scheduling conflicts, documentation gaps, unclear accountabilities, overdue items, or issues requiring attention.
• Coordinate information flow across Emergency Services workstreams, internal partners, and stakeholders to support clear communication and timely follow-up.
• Support project managers and implementation leads with risk registers, routine reporting, document preparation, meeting follow-up, and coordination of requests.
• Provide administrative support for budgeting, invoice tracking, expense processing, procurement follow-up, and related coordination activities as required.

Desired Skills:

• Post-secondary education in business administration, project coordination, health administration, or a related field; equivalent education and experience may be considered.
• Working knowledge of basic project coordination concepts, including timelines, roles, actions, decisions, risks, issues, and status reporting.
• Experience using project coordination or project management tools such as MS Project, MS Planner, or similar platforms.
• Experience supporting health system, implementation, or multi-workstream project environments.

Required Skills & Experience:

• Experience providing executive, administrative, or project coordination support in a professional environment with multiple stakeholdersand competing priorities.
• Strong scheduling, coordination, organization, prioritization, time management, communication, critical thinking and follow-through skills, including the ability to identify gaps, clarify next steps, and manage competing requests.
• Proficiency with Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and related collaboration platforms; experience with MS Project, MS Planner, or similar tools is an asset.
• Strong written and verbal communication skills, with the ability to prepare clear notes, summaries, briefing materials, presentations, correspondence, and documentation.
• Demonstrated ability to coordinate calendars, meetings, agendas, materials, minutes, decisions, action items, and follow-up across multiple workstreams.

Requirements

• Coordinate meeting schedules, agendas, materials, minutes, decision records, and follow-up action logs for Emergency Services implementation teams.
• Current and well-organized project documentation, including action item lists, decision logs, status materials, briefing notes, presentations, correspondence, trackers, templates, repositories, and shared workspaces.
• Consolidate workstream updates that identify progress, gaps, risks, issues, decisions required, and next steps to support timely reporting and communication.
• Routine project coordination support materials, including risk register updates, status reporting inputs, meeting follow-up summaries, and request-tracking documentation.

Must Haves:

• Experience providing executive, administrative, or project coordination support in a professional environment with multiple stakeholders and competing priorities.
• Strong scheduling, coordination, organization, prioritization, time management, communication, critical thinking and follow-through skills, including the ability to identify gaps, clarify next steps, and manage competing requests.
• Proficiency with Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and related collaboration platforms; experience with MS Project, MS Planner, or similar tools is an asset.
• Strong written and verbal communication skills, with the ability to prepare clear notes, summaries, briefing materials, presentations, correspondence, and documentation.