Project Coordinator

Hi, we’re HUB!

We are a leading North American insurance brokerage that advises businesses and individuals on how to reach their goals. When you partner with us, you’re at the center of a vast network of risk, insurance, employee benefits, retirement and wealth management specialists that bring clarity to a changing world with tailored solutions and unrelenting advocacy – so you’re ready for tomorrow.

The Opportunity!

Reporting to the AVP of Operations Site Support and collaborating closely with the Operations Support team, Retail and Senior Leadership, the Project Coordinator plays a vital role in supporting the successful planning, coordination, and execution of operational and strategic initiatives across the organization.

This role is ideal for a highly organized, detail-oriented individual with a strong interest in project delivery, process improvement, and cross-functional collaboration. The Project Coordinator will support multiple initiatives, track progress, communicate updates, and ensure key deliverables stay on schedule.

What you will bring to our team-

3+ years’ experience coordinating or supporting projects across multiple phases of the project life cycle.

Demonstrated experience working with cross-functional teams to plan, execute, and deliver business or operational projects.

Proven ability to manage project documentation, timelines, and status tracking in a deadline-driven environment.

Strong communication and stakeholder engagement skills; able to coordinate across departments and present to diverse audiences.

High proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook); experience with reporting tools such as Power BI is a plus.

Familiarity with project management tools or platforms (e.g., Microsoft Project, Asana, Smartsheet, or similar).

Strong organizational skills with high attention to detail and the ability to manage multiple tasks simultaneously.

Team-oriented mindset with initiative, problem-solving abilities, and a commitment to continuous learning.

Exposure to project delivery methodologies such as Waterfall or Agile is an asset.

Experience in the insurance or financial services industry is a bonus but not required.

A day in the life -

Project Planning and Coordination

Assist in the development and maintenance of project plans, schedules, and documentation for initiatives related to all lines of business.

Coordinate meetings, agendas, and status updates with stakeholders from all lines of business, Operations, and IT.

Monitor timelines and milestones, identifying and escalating risks or delays that could impact regulatory compliance, client service, or business continuity.

Support the creation of project budgets and financial tracking.

Assist with the drafting and maintenance of project charters.

Develop and deliver presentations for project planning, kick-off meetings, and stakeholder update calls.

Support all phases of the project life cycle, from initiation and planning through execution, monitoring, and closure, schedules, and documentation for initiatives related to personal lines, auto, and commercial insurance operations.

Communication and Documentation

Prepare and distribute project updates, summaries, and documentation tailored to lines of business and operations teams and employees as needed.

Serve as a liaison between business units, support teams, and leadership to ensure alignment and timely execution of project initiatives.

Support communication of project goals, timelines, and expectations across operations and service teams.

Administrative and Delivery Support

Support projects aimed at improving operational efficiency and business process effectiveness across departments such as hardware / software rollout, system changes / enhancements, integrations, and client-facing system updates

Track project activities, monitor deliverables, and ensure project documentation is up to date and accessible.

Serve as a change champion by engaging with end users to support adoption of new processes, tools, and systems.

Coordinate with project stakeholders and SMEs to ensure smooth execution of implementation plans, including training, communication, and feedback collection.

Assist with the preparation of materials and logistics for team meetings, project updates, and executive briefings.

Maintain accurate documentation and ensure version control for all operations-related projects.

Reporting and Analysis

Generate clear and actionable reports and dashboards that track project performance, progress, and key deliverables against defined timelines and scope

Measure and report on key performance indicators (KPIs) including task completion rates, resource allocation, milestone achievements, and project risks.

Partner with cross-functional teams to gather, validate, and interpret data to drive informed decision-making and continuous improvement.

Provide regular reporting packages and visual summaries for project leads and executive stakeholders to support reviews, updates, and strategic planning. to support performance tracking across all project initiatives, including metrics such as progress against timelines, task completion rates, resource utilization, and milestone achievement.

Track and report on KPIs relevant to project execution and operational delivery.

Collaborate with internal teams to collect and validate data for reporting purposes.

Process Support and Best Practices

Assist in identifying opportunities to streamline project workflows and increase operational efficiency across departments and functions.

Document standard operating procedures, task responsibilities, and project workflows to ensure consistency and clarity.

Apply project life cycle methodology to ensure consistent execution and delivery across all stages of project work to streamline project workflows and increase operational efficiency across departments and functions.

Promote adoption of project management best practices across teams, supporting a culture of structure, accountability, and continuous improvement.

Executive Priorities

Priorities of the Executive team include :

Advancing project execution to support scalable operations and client service delivery.

Ensuring clear visibility and tracking of operational initiatives across all levels.

Building a collaborative and structured approach to project delivery and communication.

Success Measurements

Project deliverables tracked and completed on time and within scope.

Clear and timely updates provided to stakeholders.

High-quality documentation and reporting delivered consistently.

Presentations prepared and delivered effectively for project updates, stakeholder alignment, and kick-off calls.

Positive engagement from project teams and leadership.

Contribution to process improvement and coordination efforts.

Project and change execution of championed / assigned projects

Additional responsibilities as required.

This role directly supports Operations by ensuring initiatives that impact workflow efficiency, compliance, client experience, and team productivity are well-coordinated, communicated, and delivered on time. The Project Coordinator will help standardize processes, streamline communication, and provide the structure needed for successful rollout of projects across personal lines, auto, and commercial operations.

Salary Expectations –

The expected salary range for this position is $65,000.00 to $75,000.00 and will be impacted by factors such as the successful candidate’s skills, experience and working location, as well as the specific position’s business line, scope, and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include extended health benefits, disability insurance, RRSP matching, paid-time-off benefits, and eligible bonuses, and commissions for some positions.If you believe that your qualifications and experience surpass the minimum requirements for this role, we encourage you to submit your application. By doing so, we will be able to keep your application on file for consideration for potential future positions within our organization.

Why Join HUB?

Do you enjoy making friends? We love making friends; join our team of amazing people who all get along and thrive together!

We work hard and play hard! Get ready for our Staff Holiday Parties!!

Paid day off for your birthday – we want to celebrate you!

Paid day off for volunteering in your community - HUB is a company that gives back and is active in our communities

Room to grow within the organization

Lots of company perks, benefits, RRSP matching and great compensation

Your future with HUB –

Choose a career with HUB International and take the first step toward creating a future that combines a diverse, challenging work environment with financial security and career satisfaction. By joining HUB, you will become part of a rapidly growing company that offers significant opportunity for advancement.

At HUB, we value education and continuous learning, and we will assist you along your career development path. We provide HUB Ready training for new employees, as well as financial support for licensing, industry designations, management & leadership development, and other related courses, designations or programs.

What makes us different than all the rest?

Our Vision : To be everywhere risk exists – today and tomorrow. Helping protect what matters most.

Our Mission : To protect and support the aspirations of individuals, families and businesses. To empower our employees to learn, grow and make a difference in their communities.

Our Core Values :

• Entrepreneurship : We encourage innovation and educated risk-taking.
• Integrity : We do the right thing every time.
• Teamwork : We work together to maximize results.
• Accountability : We measure and take responsibility for outcomes.
• Service : We serve customers, communities and colleagues.

If you value what we value, and like the perks along the way – Apply TODAY !

The employment offer is contingent upon completion of a successful background check.

HUB is a company where your contributions will make a difference. We invite you to learn more aboutour team at .If you require any accommodations during the hiring process, please reach out to to request this. Only candidates selected for an interview will be contacted.

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Department Business OperationsRequired Experience : 2-5 years of relevant experienceRequired Travel : No Travel Required

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