Hybrid Project Coordinator

at TerraSense

• Job title: Project Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: CA$65,000 - CA$80,000 per year
• Degree requirement: Associate's Degree
• Tech skills: PMP
• Location requirements: Hybrid, Kelowna, Canada

About the role

• Project Coordinator supporting the Project Manager with planning and executing projects related to AI and deep learning sectors. Responsibilities include coordinating meetings, documentation and client communication in a hybrid work environment.

Responsibilities

• Support the Project Manager with the planning and execution of projects, within a hybrid work environment that uses both Agile and Waterfall methodologies.
• Maintain and organize all project documentation within Jira, Confluence, and Google Document Management;
• Coordinates project meetings, including scheduling, preparing agendas, maintains meeting minutes and distributes action logs among all stakeholders;
• Assist in the collection and documentation of technical requirements from internal stakeholders and clients;
• Ensure all project files and communications comply with the high-level security clearance requirements and sensitivity protocols, and adheres to the Canadian Controlled Goods Program (CGP) or Contract Security Program (CSP) handling requirements;
• Maintain project records in a state of readiness for internal or external compliance audits;
• Assists the Project Manager in developing the project budget and monitors project, notifying the Project Manager of any variances;
• Facilitate the end-to-end invoicing process, in collaboration with Finance, and supports contract management tasks as required by procurement authorities;
• Supports the Project Manager with contract management by preparing contracts and filing of records in accordance with company policy and document management best practices;
• Act as a secondary point of contact for clients, ensuring professional and timely responses to administrative inquiries;
• Monitors project progress and timelines, and notifies the Project Manager of potential issues that may prevent the project objectives from being achieved;
• Communicate and build relationships with clients, including contracting and procurement authorities, and other stakeholders both internal and external to Terra Sense;
• Represent Terra Sense at client meetings, both virtual and in-person, when required;
• Clearly communicate and coordinate work tasks within the Business Development organization, as well as other departments as required;
• Comply with all required actions to maintain a high-level security clearance.

Requirements

• 2+ years in project coordination & administration
• Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) certification would be an asset
• Proficient in Microsoft Office (with extensive competency in Excel), Email platforms, Google Document Management, Jira & Confluence, etc.

Benefits

• 5 weeks flexible paid vacation PLUS additional 1 week paid off during the Christmas holiday season.
• Medical, dental and vision benefits commence on start date, no probationary waiting period.
• Flexible in-office or remote onboarding.
• Training and professional development allowance.
• In-office complimentary snacks and coffee provided by Terra Sense Team activities and social events.