Sr. Project Coordinator

AIIM; Toronto; On-site; CAD 90,000 - 120,000; Full time

Job summary

AIIM seeks a Senior Project Coordinator to own governance, coordination and reporting for a full-scale ERP implementation within the Digital Services team. You will manage action logs, RAID, WBS, SME/vendor follow-ups and Steering Committee reporting to keep multiple delivery streams aligned.

You will break work down with developers, challenge estimates, track effort vs plan and enable confident delivery commitments.

Qualifications

• 5+ years in project coordination, project analysis or PMO roles.
• 2+ years supporting large system ERP/MIS deployments.
• Degree or diploma in Business, IT or related field.

Responsibilities

• Own and maintain project governance, logs and schedule updates.
• Coordinate and follow up with SMEs and vendors; prepare executive reports.
• Consolidate status across streams and support implementation readiness.

Skills

Project coordination

ERP implementation

PMO

RAID management

WBS scheduling

Executive reporting

MS Project

Excel

Teams

SharePoint

Jira

Stakeholder management

Communication

Education

Bachelor's degree in Business/IT

Tools

MS Project

Excel

Teams

SharePoint

Jira

Job description

About the Role

We’re looking for a Senior Project Coordinator to own project governance, coordination and reporting for a full-scale ERP implementation, and to bring technical delivery discipline to our Digital Services team.

With the implementation running as multiple parallel delivery streams, you’ll keep them all moving by managing action, RAID and decision logs, WBS tracking, SME and vendor follow-ups, and Steering Committee reporting. This frees the Project Manager to focus on the critical path, key decisions and priority releases.

You’ll also work alongside Digital Services developers to break work down, challenge estimates and track actual effort against plan, so we can make delivery commitments with confidence.

This is a fast-paced environment where priorities shift quickly and processes are still maturing. We need someone who brings structure and discipline, sets clear expectations, and holds people accountable for their commitments. You’ll thrive here if you’re high-energy, enjoy a challenge, and have the drive to take things through to conclusion. You’ll work closely with senior leaders and executives, so you’re confident engaging at that level.

This is a permanent, full-time position focused on a mix of: ERP implementation coordination, project governance and controls, executive reporting, and technical delivery and estimation support.

Core Responsibilities

Project Governance & Controls

Own and maintain:

• Action registers, RAID and decision logs
• Dependency trackers and WBS task registers

• Bring overdue governance records up to date and keep them current
• Maintain MS Project schedule updates using input from departments and SMEs
• Keep project documentation, change records and decisions structured and auditable
• Introduce and enforce consistent ways of working, such as cadences, templates and clear ownership, where little structure exists today

Coordination & Stakeholder Follow-up

• Schedule and run meetings and vendor workshops: agendas, prerequisites, minutes and actions
• Follow up with internal SMEs and the ERP vendor on outstanding deliverables and unresolved issues
• Coordinate shared resources and competing priorities across delivery streams, and elevate constraints
• Hold owners accountable for actions and deadlines, and challenge slippage and elevate it early
• Engage directly with senior leaders and executives to secure decisions, resources and commitments
• Reporting
• Consolidate weekly status across both streams and maintain the Control Tower
• Prepare executive and Steering Committee reports, validating evidence and highlighting risks
• Implementation Readiness

Coordinatereadiness across:

• Configuration, materials and inventory migration
• Pricing, order management and invoicing
• Integration, testing and UAT prerequisites
• Support cutover and go-live planning, including training, user access, go/no-go criteria and hypercare
• Collect completion evidence for milestones and release readiness

Digital Services Technical Delivery Support

• Work with developers to break work into components and to test the assumptions, dependencies and effort behind each estimate
• Track actual effort against estimates, report variances and build a reference base for future estimates
• Build delivery plans for development and VDP work that reflect real team capacity
• Coordinate technical milestones, dependencies and testing with Digital Services, VDP and client-facing teams

Required Qualifications

Education & Experience

• Degree or diploma in Business, IT or a related field (or equivalent experience)
• 5+ years in project coordination, project analysis or PMO roles
• 2+ years supporting large system implementations (ERP, MIS or similar)

Project & Technical Skills

• Strong in:
• RAID, action and decision log management
• WBS development, scheduling and dependency tracking
• Executive and Steering Committee reporting
• Technical delivery background: understands the SDLC, data and integrations well enough to challenge estimates and plans
• Tools:
• MS Project
• Excel, Teams, SharePoint
• Jira or a similar work-tracking tool

Soft Skills

• High energy and drive; enjoys a challenge and takes work through to conclusion
• Brings structure and discipline to fast-moving, ambiguous environments
• Holds people accountable and is comfortable having direct conversations about missed commitments
• Confident working with senior stakeholders and executives
• Strong ownership and follow-through; closes actions without being chased
• Clear writing for audiences from developers to executives
• Ability to influence SMEs, vendors and leaders without direct authority
• Discretion with confidential client, financial and project information

Preferred (Nice-to-Have)

• CAPM, PMP or equivalent certification
• Print, marketing services or manufacturing experience, ideally with print MIS/ERP systems
• Familiarity with VDP and document composition (XMPie, Solimar) or .NET/SQL environments
• Agile or hybrid delivery and estimation techniques

What Makes This Role Unique

This role is not a typical project coordinator job—it combines:

• Enterprise ERP implementation across multiple delivery streams
• Hands‑on project governance and executive reporting
• Technical delivery and estimation support for a development team
• Print / eDelivery operations and workflows
• A fast-paced environment that needs structure, discipline and accountability