Activities coordinator Jobs in Coquitlam, BC

MatchBox is urgently seeking a Project Coordinator (Budget and Forecasting) for a 17-month contract role at our New Westminster, BC based client. This is a hybrid role 2 days on site and 3 days remote per week.


Project Coordinator
About the Role
Our client’s technology services division is supporting a Budgeting and Forecasting replacement project that will modernize the organization’s financial planning, budgeting, forecasting, and reporting. The project will assess and implement a fit-for-purpose solution to replace the existing legacy platform and improve process efficiency, data quality, collaboration, and visibility across Finance and enterprise stakeholders.
The Project Coordinator will work closely with the Project Manager, Finance business owners, technology teams, Strategic Sourcing, external consultants and vendors, and other stakeholders to support planning, requirements coordination, procurement, governance, and implementation readiness.
Responsibilities
Project Planning and Coordination

• Maintain the project plan and track actions, risks, issues, decisions, and dependencies.
• Help document goals, objectives, work packages, schedules, and risks.
• Identify technical resources and help determine the need for external resources.
• Coordinate project evaluations and help define success measures for each project or phase.
• Recommend process and documentation improvements to the Project Manager and project team.

Meetings, Communication, and Reporting

• Plan, coordinate, and attend project meetings; prepare agendas and minutes.
• Act as liaison for internal and external communications, keeping stakeholders informed.
• Prepare status reports, correspondence, special reports, analyses, and recommendations.
• Draft, edit, and proofread project documents, forms, tools, and written procedures.
• Research and summarize information from surveys, studies, and other sources.

Financial Management

• Help develop, monitor, and administer project budgets.
• Approve invoices within defined authority levels, and review and reconcile monthly variance reports.
• Produce monthly, quarterly, and annual financial reports on current spend and spending forecasts.
• Coordinate administrative activities to support project funding.

Procurement and Vendor Management

• Develop procurement specifications.
• Take part in the evaluation and selection of consultants and vendors, and coordinate contract evaluation and selection.
• Track product delivery, warranty, and installation against project milestones.
• Monitor vendor activity for timeliness, contract compliance, and quality, and escalate issues as needed.
• Work with Strategic Sourcing on hiring resources, contract extensions, follow-ups, and purchase order maintenance.

Governance

• Administer project governance paperwork, and ensure gating and funding documentation is completed, reviewed with the Project Manager, and submitted.
• Flag issues to the Project Manager and help track and resolve them, recommending solutions for budget, scheduling, and technology concerns.

Onboarding and Offboarding

• Onboard new hires: coordinate account, system, and access card setup, hardware preparation and testing, and provide introductory training and team materials (e.g., SharePoint site, document storage).
• Offboard departing resources: coordinate termination of account, system, and access card privileges, and the return of hardware and access cards.

Deliverables

• Financial reports (budget, actuals, burn rate, forecasts)
• Project status reports covering milestones, issues, risks, and decisions
• Project meeting agendas and minutes
• Project close-out support and document updates
• Other deliverables as required

Qualifications

• 7+ years of IT project and project coordination experience
• Experience with IT infrastructure (highly desirable)
• Experience managing project financials, including producing regular reports
• Previous vendor contract coordination experience
• Excellent organizational and time management skills
• Strong analytical, communication, and writing skills
• Ability to gather, analyze, and consolidate information from a variety of sources
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint, Visio)
• Experience with Microsoft Project Online, SharePoint, and OneDrive
• Accuracy and attention to detail in a fast-paced environment
• Public sector experience (an asset)

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

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About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com