IT Project Coordinator

Job Description:

Who We Are:

At Arterra Wines Canada, we aim to inspire the simple joys of life, and we come to work every day with a shared passion to build wine brands people love. As a pioneer in the Canadian wine industry with 150 years of experience, our success is driven by our people. We work together with integrity and pride, striving to reach our fullest potential every day, and we’re looking for people who do the same.

We are undergoing a pivotal transformation, actively in search of dynamic individuals poised to make a substantial impact within our ever-evolving organization. Are you someone who embraces change and excels in diverse roles that span across various functions? If so, we look forward to hearing from you!

Job Overview:

We are looking for a detail-oriented and proactive IT Project Coordinator to provide essential administrative support to the Vice President of IT and the Chief Information Officer (CIO) and our IT Leadership team. The ideal candidate will be responsible for managing day-to-day department administrative tasks, assisting with IT-related documentation, general financials, ITGC evidence collection, small project management, coordinating meetings, and supporting the smooth operation of the IT department. This position requires excellent organizational skills, project management skills and the ability to multitask, and strong communication skills.

Key Responsibilities:

Administrative Support:

• Provide administrative support to the VP of IT and CIO, Director of It Operations and the Director of PMO, including managing calendars, scheduling meetings, and handling correspondence.

• Prepare, proofread, and format reports, presentations, and internal documentation.

• Coordinate travel arrangements, meeting logistics, and ensure smooth communication within the IT leadership team.

Meeting Coordination and Documentation:

• Organize and schedule IT-related meetings, ensuring all materials, agendas, and action items are prepared in advance.

• Take meeting minutes and track action items, ensuring follow-ups are completed as needed.

• Maintain and organize departmental files, ensuring that documents and records are up-to-date and easily accessible.

IT Project Support:

• Assist with the coordination of IT projects by tracking deadlines, deliverables, and ensuring project documentation is organized.

• Communicate with internal teams and vendors to ensure timely completion of IT-related tasks and projects.

• Support the preparation of project documentation, including timelines, status reports, and presentations.

• Vendor and Procurement Assistance:

• Assist with procurement processes, including obtaining quotes, processing purchase orders, and tracking the delivery of IT equipment and software.

• Maintain vendor contact information and assist in managing vendor relationships.

• Track and monitor IT inventory, ensuring all equipment and software licenses are properly recorded and managed.

Internal Communication:

• Act as a liaison between the IT leadership team and other departments, ensuring smooth communication and collaboration.

• Assist in preparing IT-related communications and updates for internal stakeholders.

• Budget and Expense Tracking:

• Support the tracking of IT department expenses, including maintaining records of purchases, invoices, and receipts.

• Assist in preparing budget reports and helping ensure that IT expenditures stay within allocated budgets.

General IT Administrative Tasks:

• Assist with onboarding new employees by preparing their IT equipment, accounts, and access.

• Coordinate IT training sessions and maintain training materials for internal staff.

• Help manage the maintenance of the IT department’s internal documentation, including system manuals, policies, and procedures.

• Collect ITGC evidence

Qualifications:

Education:

• Associate’s degree in Information Technology, Business Administration, or related field (or equivalent experience).

• Experience:

• 1-3 years of experience in an administrative or assistant role, ideally within an IT or technical environment.

• Experience supporting senior executives or leadership teams is a plus.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office collaboration tools (e.g., Teams, Zoom).

• Basic understanding of IT systems, hardware, and software.

• Experience with IT project management tools or ticketing systems is a bonus.

• Soft Skills:

• Strong organizational and time-management skills, with the ability to handle multiple tasks efficiently.

• Excellent written and verbal communication skills.

• Ability to maintain confidentiality and handle sensitive information with professionalism.

• A proactive, solution-oriented approach to challenges.

Preferred Qualifications:

• Familiarity with IT procurement processes, inventory management, and vendor relations.

• Knowledge of basic IT terminology and an understanding of the IT department’s functions.

What We Offer:

• Hybrid work model, allowing employees to balance remote and in-office work.

• Competitive Salary and Bonus.

• Benefits and Pension Plan.

• Product Allowances.

• Training & Development Programs.

• Tuition Reimbursement.

• Commitment to Corporate Social Responsibility.

• A chance to explore and learn more about the Wine industry.

COMPENSATION: Budgeted Range – $60,335.00 -78,081.00 the budgeted range takes into account several factors and qualifications that are considered in making compensation decisions including experience, education, training, licenses, certifications, and other business and organizational requirements. Base pay is only one component of the total rewards offering at Arterra.

The budgeted range will align with qualifications, including experience, education, training, licenses, certifications, and other business and organizational requirements.