Project Coordinator

Hi were 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 youre 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 youre 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 .

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 .

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 $65000.00 to $75000.00 and will be impacted by factors such as the successful candidates skills experience and working location as well as the specific positions 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.