Project Coordinator Analyst

Title: Project Coordinator Analyst
Working hours: 9 am-5 pm ET (subject to change)
location: Toronto, ON 

 Role Summary
The PMO Analyst / Senior Project Coordinator provides high?quality project support to enable effective project delivery and executive?ready reporting. Will be managing meeting logistics, documenting action items and decisions, reviewing project deliverables, and ensuring alignment to organizational standards. The ideal candidate combines exceptional coordination skills with strong analytical capabilities and a continuous improvement mindset.
 Note: The coordinator will receive the direction and guidance of an Expert IT PM, but will not be reporting to said PM

• The position will be supporting a project called Intraday Liquidity
• The position will support my Operations Project Delivery colleagues; they are SMEs and need assistance with everything related to Project Coordination
• There is already an Expert IT PM assigned
• Although this resource will be supported by the IT PM, the resource will be reporting to Ops and answerable to the Ops SMEs, not the tech PM

 
Key Responsibilities
Meeting & Communication Support

• Coordinate and schedule project meetings, workshops, and stakeholder sessions.
• Attend meetings, capture detailed minutes, document decisions, risks, and action items.
• Distribute meeting notes and follow up with owners to ensure timely completion.
• Prepare agendas, pre?reads, and meeting materials in collaboration with the Project Manager.

Deliverable & Quality Assurance Support

• Review and proofread project deliverables (presentations, documents, data sets) to ensure accuracy, completeness, and readiness for executive audiences.
• Validate that materials follow PMO standards, templates, and formatting guidelines.
• Track edits, incorporate feedback, and ensure final versions are error?free.

Project Coordination

• Maintain project plans, RAID logs, status trackers, and action item registers.
• Support issue and risk tracking, escalating blockers where necessary.
• Coordinate with cross?functional team members, vendors, and stakeholders.
• Assist with resource onboarding and access management.

Reporting & Documentation

• Assist with preparation of weekly/monthly status reports, dashboards, and executive updates.
• Gather data and input from team members, ensuring accuracy before submitting to the PM.
• Maintain organized project documentation repositories (SharePoint/Teams/Confluence).

Process & Standards

• Contribute to the development and enhancement of PMO standards, templates, and best practices.
• Identify opportunities to streamline workflows, automate reporting, or improve communication flows.
• Support implementation of continuous improvement initiatives within the project or PMO.

Administrative & Operational Support

• Manage calendars, scheduling, and logistics for key project meetings.
• Track key deadlines, milestones, and deliverables.
• Provide day?to?day operational support to keep the project running smoothly.

 MUST HAVE

• +8 years of experience in project coordination, PMO support, or a similar role.
• Strong organizational and time?management skills with the ability to multitask effectively.
• Excellent verbal and written communication abilities.
• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel).
• Experience with Teams, SharePoint, and project management tools (e.g., MS Project, Planner, Jira).
• Detail?oriented with strong proofreading and quality?control skills.

NICE TO HAVE

• Exposure to process improvement methodologies (Lean, Six Sigma, Kaizen).
• Experience preparing executive?level presentations.
• Knowledge of PMO governance, templates, and reporting frameworks.
• Prior involvement in large, complex, or multi?project environments.

 
  

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. The pay rate for this position is C$47.42/hr.