Job Description
Airswift is seeking a Project Coordinator to work with one of our clients in the oil and gas industry in Calgary, AB on an 12/18-month contract. The Project Coordinator role is responsible for improving the quality of the project administration functions thereby allowing the Project Manager to focus on the strategic activities. The Project Coordinator’s primary role will be to work closely with the Project Manager, project team members and vendor resources, and synchronize all the operations involved in the successful running of the project. This involves monitoring project plans, schedules, work hours, budgets, and expenditures, organizing and participating in stakeholder meetings, and ensuring that project deadlines are met in a timely manner. The ideal candidate will need to have SAP/ERP implementation experience. Key Objectives: • Increase reporting confidence with consolidated project tracking and reporting • Increase compliance to governance and standards • Improve timeliness and accuracy of project and portfolio reporting • Offload tactical activities from PM to enable the PMs to focus on strategic planning • Help support PM to minimize the uncertainty in project outcome • Facilitate clear, concise communications between all stakeholders Key Responsibilities: Project Administration • Build and maintain team Content Server workspace, SharePoint site, Microsoft Teams channel, postings, access management • Perform document management and maintain documentation library, both in SharePoint and Content Server • Organize, attend, and participate in various Project meetings as required (e.g., Working Committee, Steering Committee, townhalls, workshops) • Take meeting minutes, post and follow up on actions and decisions made from meetings • Create and maintain various project trackers (e.g., build interface tracker, Business & IT resources requirement tracker, new resource onboarding/offboarding tracker, project resource utilization tracker) • Create and maintain project team calendar of planned events • Manage team members’ vacation schedule, setting up reminders and notifications • Provide additional onboarding training sessions to new resources including building the training deck • Create and maintain email distribution lists for the Project • Support miscellaneous project team requests and perform ad-hoc requests • Manage in-team communications including information posting, deadline reminders etc. Methodology Support • Assist in maintaining and monitoring Project plans/schedules • Engage with the project team to identify and define requirements, scope, and objectives • Ensure standards and requirements are met by adhering to templates and process set by the CPMO governance team • Monitor project schedules for variance against baselined milestones • Assist in managing resource utilization on the project, including forecasting, resource leveraging etc. • Assist in maintaining project RAID log (Risks, Actions, Issues and Decisions) • Draft and QA project documentation (e.g., Project Management Plan, Project change request) • Collect project status, top risks and issues, and roll up to higher level status reporting (i.e., Program status) • Draft project status reports and scorecards according to required cadence, report on Project health, schedule, budget, scope, and resourcing etc. • Monitor and follow up on all Project action items • Assist in document approval process including managing artifacts to be saved in the proper folders, create approval request in ServiceNow and follow ups • Assist in the execution of project change management process including creating CR, gathering information from working team Financial Processing • Assist in project budget build (if required), using bottom up or top-down approach depending on scenarios and/or the requirements • Submit AFE/WO request form • Create and maintain Project Forecast Template • Maintain, and update the ServiceNow PPM tool • Provide instruction to 3rd party vendors of invoicing process (e.g., account setup in OpenInvoice, invoice submission requirements, invoice coding to use) • Manage Project financials in ServiceNow • Create and maintain resource plans and cost plans • Update future months’ forecast • Analyze variance against baseline • Document and submit for approval all financial related change requests • Ensure accuracy and financial health • Perform project financial reporting • Report on project actual, forecast, and spending profile according to the required cadence • Act as the point of contact between Project team and other financial related functions (e.g., Corporate planning) for accruals, budget allocation, Investment Committee (IC) memo, general Q&A etc.