Project Coordinator - assumes project support responsibility for all aspects of the project over the entire project life cycle -27502
Job Type: Contract
Positions to fill: 1
Start Date: Oct 17, 2022
Job End Date: Apr 14, 2023
Pay Rate: Hourly: Negotiable
Job ID: 123519
Location: Toronto
Spanish Project Coordinator
Location Address: Hybrid, to start 4 days remote, 1 day at the office - first day onsite
Contract Duration: 6 months with possibility of extension
Story Behind the Need: IB and Canada Collections projects to implement Collections Platform and Digital Solutions for Collections on an international level. The Senior Project Control Officer is assigned the work by the Project Manager, Delivery Manager and Program Director. Under direct supervision of a Project Manager, the Senior Project Control Officer assumes project support responsibility for all aspects of the project over the entire project life cycle (initiate, plan, execute, control, close) and the financials (budget, forecast, invoices payments, meeting Bank's deadlines)
Responsibilities:
- Act as the project secretariat; this includes preparing/distributing agendas, attending meetings, preparing/distributing clear and detailed minutes on a timely basis, recording, communicating, and following up on action items, and maintaining project distribution lists.
- Support the Delivery Manager to ensure all appropriate areas are represented on the project team and to maintain the momentum of the project against a background of constantly conflicting priorities. The individual is required to multitask on several projects at one time depending on the complexity and activities in progress.
- Formally document and cost project activities by using the Microsoft Project tool Definition of development activities at sufficient detail levels (not to exceed 10 workday increments and not to detail less than 4 hours) Ongoing communication of project status, completing the agreed-on project reports, and escalating issues to the Delivery Manager, or Senior Delivery Manager as required
- Responsible for supporting the Delivery Team in the following: Maintain the project files; Risk, Actions, and Issues log, this pertains to project documentation, approvals, drawdowns, spreadsheets, meeting minutes, monthly status reports, third-party contracts, and other correspondence and documentation as appropriate.
- Maintain the budget; this includes auditing items to be delivered under projects, reviewing the weekly and monthly time tracking reports for anomalies, ensuring all invoices have been approved with the proper sign-offs prior to payment ensuring drawdowns are properly recorded, and maintaining ongoing costs to complete forecasts. This includes full reconciliation of the project budget and completing investigations for differences as they occur. All of this meeting the Bank's deadlines.
- Perform financial management activities such as project budget forecasting and payment processing while following the bank guidelines, for the different components of the budget including international project teams. Create financial Project Change Requests (PCRs) to ensure the costs are allocated to the correct Component/Cost Element. Use Smart Stream to track invoices submitted to accounts payable.
- Update the financial information for the Executive Steering Committee documents. Administrate the SharePoint for the Collection Solutions. Interact and support the countries/regions with the financial management of the budget assigned as per the approved business case, by building and maintaining a strong partnership with them.
Must Have Skills:
1) 1+ years Financial Management Experience specifically budgeting experience
2) 3+ years Relevant Experience in a Project Control position
3) Experience working with Project Manager
4) Strong familiarity with Excel (V-lookups, pivot tables, formulas), PowerPoint, and MS Project required
5) Bilingual (English/Spanish)
6) 1+ years financial institution experience
Nice-To-Have Skills:
- PMP designation is an asset
Degrees or certifications:
- BA in a related field (Computer/Systems Engineer, Business Admin, Finance, e
Location Address: Hybrid, to start 4 days remote, 1 day at the office - first day onsite
Contract Duration: 6 months with possibility of extension
Story Behind the Need: IB and Canada Collections projects to implement Collections Platform and Digital Solutions for Collections on an international level. The Senior Project Control Officer is assigned the work by the Project Manager, Delivery Manager and Program Director. Under direct supervision of a Project Manager, the Senior Project Control Officer assumes project support responsibility for all aspects of the project over the entire project life cycle (initiate, plan, execute, control, close) and the financials (budget, forecast, invoices payments, meeting Bank's deadlines)
Responsibilities:
- Act as the project secretariat; this includes preparing/distributing agendas, attending meetings, preparing/distributing clear and detailed minutes on a timely basis, recording, communicating, and following up on action items, and maintaining project distribution lists.
- Support the Delivery Manager to ensure all appropriate areas are represented on the project team and to maintain the momentum of the project against a background of constantly conflicting priorities. The individual is required to multitask on several projects at one time depending on the complexity and activities in progress.
- Formally document and cost project activities by using the Microsoft Project tool Definition of development activities at sufficient detail levels (not to exceed 10 workday increments and not to detail less than 4 hours) Ongoing communication of project status, completing the agreed-on project reports, and escalating issues to the Delivery Manager, or Senior Delivery Manager as required
- Responsible for supporting the Delivery Team in the following: Maintain the project files; Risk, Actions, and Issues log, this pertains to project documentation, approvals, drawdowns, spreadsheets, meeting minutes, monthly status reports, third-party contracts, and other correspondence and documentation as appropriate.
- Maintain the budget; this includes auditing items to be delivered under projects, reviewing the weekly and monthly time tracking reports for anomalies, ensuring all invoices have been approved with the proper sign-offs prior to payment ensuring drawdowns are properly recorded, and maintaining ongoing costs to complete forecasts. This includes full reconciliation of the project budget and completing investigations for differences as they occur. All of this meeting the Bank's deadlines.
- Perform financial management activities such as project budget forecasting and payment processing while following the bank guidelines, for the different components of the budget including international project teams. Create financial Project Change Requests (PCRs) to ensure the costs are allocated to the correct Component/Cost Element. Use Smart Stream to track invoices submitted to accounts payable.
- Update the financial information for the Executive Steering Committee documents. Administrate the SharePoint for the Collection Solutions. Interact and support the countries/regions with the financial management of the budget assigned as per the approved business case, by building and maintaining a strong partnership with them.
Must Have Skills:
1) 1+ years Financial Management Experience specifically budgeting experience
2) 3+ years Relevant Experience in a Project Control position
3) Experience working with Project Manager
4) Strong familiarity with Excel (V-lookups, pivot tables, formulas), PowerPoint, and MS Project required
5) Bilingual (English/Spanish)
6) 1+ years financial institution experience
Nice-To-Have Skills:
- PMP designation is an asset
Degrees or certifications:
- BA in a related field (Computer/Systems Engineer, Business Admin, Finance, e
